Administrative Officer

Overview

Lead administrative functions for the Executive Office, ensuring resource and budget management.

You have:

• A minimum of seven years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.
• Experience in implementing innovative enterprise solutions is required.
• Experience in formulating strategies and coordinating development of budget proposals, managing budget implementation; designing and producing complex management reports is required.
• Experience in leading and managing cross-functional teams is required.
• Experience with Enterprise Resource Planning (ERP) systems is required.
• Knowledge of another UN official language is an advantage.
• Advanced university degree in business or public administration, finance, accounting, law or related area is required.

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 159,743 USD and 205,956 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 Department for General Assembly and Conference Management (DGACM), New York.

The Executive Office is responsible for all resource planning, financial management, staff and personnel administration matters, and general administrative matters concerning the Department. With about 1,600 staff positions established in the Department and many temporary language professionals hired each year (between 100 and 200 are working each month), the biennial budget amounts to over 340 million US dollars. The Executive Office strives for business excellence by continuously enhancing the delivery of services to support its clients and meet the objectives of the Department and the Organization as a whole.

The incumbent reports to the Executive Officer.

Responsibilities Within delegated authority, the Administrative Officer will be responsible for the following duties:

PROJECT MANAGEMENT •Leads the Client Support Team, plans and manages resources assigned to projects. •In close consultation and coordination with counterparts across the DGACM and other departments in the United Nations Secretariat, researches, develops requirements and implements: - Solutions for integration of quantitative and qualitative data across multiple enterprise applications and reporting platforms, designs reports, ensures quality control and testing of solutions prior to their rollout in the DGACM; - Client relationship management solutions; - Solutions to facilitate process automation of tasks and smooth integration of complex administrative work flows and transactions managed across multiple enterprise applications. •Solicits inputs of prospective users and beneficiaries and incorporates requirements in a design of solutions. •Conducts surveys and solicits feedback of users and clients. •Coordinates roll out and provides training to users and clients, monitors implementation and takes necessary corrective measures. •Represents the Executive Office in working groups, boards, task forces.

HUMAN RESOURCES MANAGEMENT •Initiates and coordinates actions covering the entire span of learning and training activities, ensuring consistency in the application of UN rules and procedures. •Provides expert advice with respect to workforce planning, staff development opportunities, and researches innovative solutions with the purpose of developing a comprehensive learning strategy. •Represents the Department/Unit at Departmental Panels and appointment bodies. •Reviews post incumbency reports and HR data for purposes of integrating them in decision making process by the senior management team, monitoring of key performance indicators. •Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.

BUDGET AND FINANCE •Initiates and conducts studies to improve cost estimating and budget reporting systems, as well as cost-effective utilization of program resources. •Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures. •Establishes and maintains a set of sound policies, standard operating procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control. •Develops service level agreements with clients of the DGACM, ensures coordination with counterparts in other duty stations, with other departments in the UN Secretariat, solicits inputs and facilitates discussions with clients to achieve efficient and sustainable cost recovery. •Ensures that key performance indicators are met.

GENERAL ADMINISTRATION •Implements and monitors support services, including procurement of supplies and services. •Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues. •Produces major/complex reports for management. •Provides expert guidance and leadership to more junior staff. •Performs other related duties and 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.

• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

• CREATIVITY: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

• JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

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

  Work Experience A minimum of seven years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. Experience in implementing innovative enterprise solutions is required. Experience in formulating strategies and coordinating development of budget proposals, managing budget implementation; designing and producing complex management reports is required. Experience in leading and managing cross-functional teams is required. Experience with Enterprise Resource Planning (ERP) systems is required. Experience in initiating and implementing change management processes, innovative solutions and organizational reforms is desirable. Experience in performance reporting, monitoring and evaluation is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.

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

  Special Notice - This position is temporarily available for 364 days. 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.

Potential interview questions