ADMINISTRATIVE OFFICER

Contract

This is a P-3 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 5 years of experience, depending on education.

Salary

The salary for this job should be between 74,649 USD and 97,747 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 within the Office of Chief of Mission Support in the United Nations Mission for the Referendum in Western Sahara (MINURSO) Laayoune. The incumbent reports to the Chief of Mission Support.

Responsibilities Human Resource Management - Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. - Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance - Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued. - Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. - Coordinates the production of programme reports. - Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources. - Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. - Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. - Provides guidance and leadership to more junior staff.

General Administration - Strengthens the management capacity of the OCMS by providing expert guidance, leadership and oversight to more junior staff and other MSD Offices in the exercise of human resource administration, financial administration and management information issues and mission concerns and practices. - Oversees the front office of the Chief of Mission Support and follows up on issues related to documents management, drafting of Mission specific policy and guidance documents. - Oversee the work related to Audit, Compliance and Risk Management. - Oversees work related to procurement, billing and receipt of income from various services. Operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. - Ensures coordination with all sections. Drafts internal, external, operational, administrative communications. Researches, analyzes administrative issues, prepares recommendations. Participates in committees, panels as required. - Monitors support services for the Office of the Chief of Mission Support, including the provision of supplies and services, transport and travel, management, logistics requirements, etc. - Supervise a staff team and/or provide advice to others on human resources administration, financial administration and management information issues and practices to colleagues. - Coordinate with Mission Support Heads of pillars, sections chiefs and Mission substantive as well as military components, on all requirements of administrative issues submitted to the front office of and/or to the attention of the Chief of Mission Support. - Assist the OCMS in administering daily operations by reviewing incoming correspondence, documents, transactions, forwarding to the appropriate unit, ensuring prompt action is taken, and following up on the status. - Reviews all correspondences and communications prior to transmission or broadcast ensuring prior review and clearance by the Chief of Mission Support. - Reviews adequacy of Office of the CMS space requirements. - Coordinate with Heads of Pillars on the draft of Mission Support annual work plan. - Coordinates various programs and activities under the Mission Support component, including Financial Disclosure program, Duty Free Shop, Welfare etc. - Coordinates with all stakeholders within mission support and the substantive as well as Military components for the development of mission guidelines and SOPs. - Acts as Mission alternate member for the administration and implementation of the new Delegations of authority and of the Contract Performance Review. - Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.

• Performs other related work as required.

  Competencies - Professionalism - Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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 & 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.

• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed

MANAGERIAL COMPETENCIES - Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area is required. A first-level university degree in combination with 2 years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. Experience working in multicultural / or international work environment and/ or field missions is required. Previous work in front office is required. Strong drafting skills both in English and French is required.

Languages For the position advertised, fluency in oral and written English and French is required.

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

Special Notice - This position is available temporarily. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

  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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.