ADMINISTRATIVE OFFICER

Contract

This is a P-4 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be between 171,387 USD and 220,969 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

This position is located in the Executive Office of the Programme Management and Support Services Division (PMSSD) in the United Nations Economic Commission for Europe (UNECE), based in Geneva, Switzerland. Under the direct supervision of the P5, Executive Officer and the general supervision of the D1, Principal Administrative Officer and within delegated authority, the Administrative Officer is responsible for the general management and oversight of UNECE’s regular and extrabudgetary funding as well as general administration matters related to procurement and office space allocation. The Administrative Officer collaborates with the Information Systems Unit and UNOG (United Nations Office of Geneva) ICTS to define IT tools requirements and identify innovative technological solutions to support decision making, strategy preparation and execution.

Responsibilities

Under the direct supervision of the Executive Officer, the main duties and responsibilities of the Administrative Officer are as follows: 1. Budget and Finance: a. Reviews draft Contribution Agreements/Memoranda of Understanding with donors and prospective partners, as well as draft Host Country Agreements with member States, non-reimbursable loans, and other legal instruments to ensure compliance and conformity with UN regulations, rules and directives prior to clearance and signature by the Executive Officer. - Where the UN has formal framework agreements with intergovernmental organizations and entities, ensures full conformity of contribution agreements to the respective governing framework agreement. - Liaises and discusses, as required, with donors and co-financing agencies, as well as Legal Officers of UNOG, the Office of Legal Affairs and staff of the Controller’s Office, as required, regarding appropriateness of agreement text and proposed revisions to draft agreements, as needed, and in consultation with the Executive Officer. b. Reviews project proposals and related budgets for conformity with UN regulations and rules and ECE internal directives and procedures. - Ensures completeness and correctness of documentation prior to submission to the UNECE Executive Officer for final review and approval. - Ensures the related project budgets are fully and accurately costed and properly formulated and aligned to the Organization’s standard chart of accounts. - Supports due diligence processes for all non-traditional donor entities, including third party verifications, to limit and mitigate risks and in compliance with Executive Committee processes regarding engagement with the private sector. - Upon approval by the UNECE Executive Committee and Executive Officer, oversees the establishment of a project account in the UN Enterprise Resource Planning (ERP) system. c. Monitors and controls the effective implementation of extrabudgetary contribution agreements. - Identifies business needs, patterns, and trends and utilizes data analytics and project cycle management techniques to formulate strategies and forecasts and to develop visual representations such as dashboards and other graphic tools for Executive Office, senior management and programme-level client use to facilitate business transformation and enable data-drive planning, monitoring, decision-making, presentation, and reporting. - Reviews and ensures that interim and final financial reports are prepared and provided to donors in accordance with Organizational standards and governing contractual terms. - Manages and monitors project schedule and timelines, as well as reporting milestones and advises project managers in advance of upcoming deadlines and expiration dates of related agreements. - Monitors and prepares financial reports on UNECE extra-budgetary income, patterns, and trends. d. Reviews requests for Umoja grant management budget authority and allotments, including redeployment of funds as required. - Verifies sufficiency of funds for allotments and released budgets under the relevant Trust Fund project account, including for Programme Support Costs (PSC), and prepares related financial forecasts taking into consideration extrabudgetary liabilities and reserves. - Ensures that allotment requests are in accordance with the approved Trust Fund budget and that allotments are issued in a timely manner. - Alerts the Executive Officer to any specific problem and proposes corrective actions. e. Acts as Alternate Certifying Officer for ECE accounts. - Reviews requests for conformity with UN regulations and rules and ensures that all required documentation/relevant information has been provided. - Ensures funds are being used for the purpose for which they were given. - Ensures availability of allotments and appropriateness of accounts being charged. f. Supervises a staff team and provides guidance and advice to Programme Managers and Administrative/Project/Team Assistants on UN financial regulations and rules, policies and procedures as they relate to the above matters. g. Prepares reports required by senior management, UNHQ, ExCom, UNECE Member States, oversight bodies, and auditors. 2. General Administration: a. Identifies requirements and works with the UNECE Information Systems Unit (ISU) and UNOG ICTS with respect to innovative technological solutions and the development or improvement of any applicable Executive Office IT tools consistent with UN policy and practice, including sourcing, cleaning and preparing data, reviewing and optimizing automated workflows, and developing visualization and metrics to support decision making, strategy preparation and execution; serves as UNECE Umoja Focal Point, and acts as focal point for all enhancement and deployment matters. b. Oversees work related to procurement requests; reviews and ensures that procurement requests are submitted with required documentation, in conformity with relevant UN regulations, rules and directives. c. Monitors service provision of the designated service provider to ECE and ensure timely and accurate billings are duly reflected on the appropriate accounts. d. Monitors and ensures optimum allocation and use of UNECE office space for the whole of UNECE. e. Coordinates work related to the UNECE Grants Committee (GC). - Act as Alternate Financial Chair of the ECE GC and advises Programme Managers on GC procedures. - Reviews and verifies submissions for completeness and conformity with all relevant UN rules, regulations and UNECE directives, including availability of appropriate funds. - Upon approval by the GC and the Executive Secretary, clears the Implementing Partner agreement prior to signature by the Executive Officer. 3. Human Resources: a. Provides expert advice, guidance, and support to hiring managers in recruitment processes of staff and other personnel ensuring compliance with Organizational policies, regulations and rules. b. Support the Executive Officer in human resource legal matters, including OIOS referrals of alleged misconduct, MEU cases, staff complaints, and related reporting. Performs other tasks as requested by the Executive Officer.

Competencies

Professionalism: Excellent dominance and mastery of Excel. Demonstrated managerial, communication, client service, and analytical skills. Initiative, problem-solving skills, creativity, ability to plan, organize and direct relevant activities, supervise, and motivate staff in multicultural and multinational teams. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

An advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting or related area is required. A first level university degree with a relevant combination of academic qualifications and an additional two years of relevant experience may be accepted in lieu of the advanced university degree.

Job - Specific Qualification

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of seven years of progressively responsible experience in budget and finance management, human resources management and administration is required. Experience in budget administration and preparation of financial statements is required, preferably within the UN system or similar international organization. Experience with financial systems and finance modules of enterprise resource planning (ERP) solutions, such as SAP, Peoplesoft or Oracle application is required. Experience in data analytics including data processing, business analytics, or data science programmes is required. Experience in selecting data visualization tools, developing visualizations and metrics is required. Experience managing a multicultural team is desirable. Experience in project management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat and Russian is a working language of ECE. For the position advertised, fluency in English is required. Knowledge of French is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.

Special Notice

This post is financed by extrabudgetary resources. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.