Assistant Administrative Officer

Overview

Manage general support services to staff and personnel in ROCOL.

You have:

• An advanced university degree (master's degree or equivalent) in business or public administration, management, economics, finance, accounting, or a related field is required.
• A first-level university degree in similar fields in combination with two years of qualifying work experience may be accepted in lieu of the advanced university degree.
• For applicants who have a first level university degree, two years of relevant qualifying work experience are required.
• The minimum number of years of relevant experience is reduced to zero for candidates who have an advanced university degree in a relevant field of study.
• A minimum of two years of progressively responsible experience in national and/or international finance, budget and administration or related area is desirable.
• Work experience with electronic administrative and business processes systems is desirable.
• Work experience with Enterprise Resource Planning (ERP) Systems is desirable.
• Experience with Umoja/SAP or Oracle is desirable.
• Experience in coordinating small/medium sized teams and experience in working in a fast-paced environment is desirable.
• Experience in data analytics or related area is desirable.
• Fluency in English and Spanish is required.
• Knowledge of another official United Nations language is an advantage.

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education.

Salary

The salary for this job should be more than 4,260 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 Regional Office for the Andean Region and the Southern Cone (ROCOL), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Bogotá, Colombia. Under the overall guidance of the UNODC Deputy Representative and direct supervision of the Operations Officer. For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

Within delegated authority, the Assistant Administrative Officer will be responsible for managing the general support services to staff and personnel in ROCOL. The Assistant Administrative Officer shall promote a collaborative, client-oriented approach and contribute to the maintenance of high staff morale. The Assistant Administrative Officer will be responsible for the following specific duties: • Develop the unit’s work programme. • Provide guidance, training and daily supervision to the travel, property management, contract management and other general support service, including to other offices in ROCOL region. • Act as Certifying Officer for requisitions related to the ROCOL administration. • Act as Security Liaison Officer for UMOJA role requisitions related to the ROCOL. • Ensure correct tracking of all ROCOL equipment and fixed assets in a timely manner, and ensure all relevant equipment is covered by the relevant insurance policy. • Provide inputs for the development of the ROCOL core budget, analyse inputs and formulate resource allocations by work programme, or business processes. • Monitor all ROCOL contracts under General Services responsibility to ensure the continuity of operations. • Assist in providing information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Provide assistance and support in undertaking actions related to the administration of ROCOL’s human resource activities. • Provide assistance and support to other offices in the ROCOL region related to the subjects under his/her responsibility. • Ensure completion of office archives (both physical and digital). • Streamline all key general support services processes and develop and implement key performance indicators and performance mechanisms. • Coordinate with service units and liaise frequently with internal team members both at Headquarters and in the field. • Identify and resolve diverse issues/problems as they arise and determine appropriate actions. • Contribute to the collection and analysis of data and identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Document requirements and background information used for data analysis. • Perform other work-related duties as required.

Competencies

• Professionalism: Has knowledge and ability to perform a broad range of administrative functions, e.g., budget/work programme, database management, etc. Is able to apply knowledge of various United Nations administrative, financial rules and regulations in work situations. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. • 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) in business or public administration, management, economics, finance, accounting, or a related field is required. A first-level university degree in similar fields in combination with two years of qualifying work experience may be accepted in lieu of the advanced university degree.

Job - Specific Qualification

Not available.

Work Experience

For applicants who have a first level university degree, two years of relevant qualifying work experience are required. The minimum number of years of relevant experience is reduced to zero (0) for candidates who have an advanced university degree in a relevant field of study. A minimum of two years of progressively responsible experience in national and/or international finance, budget and administration or related area, is desirable. Work experience with electronic administrative and business processes systems is desirable. Work experience with Enterprise Resource Planning (ERP) Systems is desirable. Experience with Umoja/SAP or Oracle is desirable. Experience in co-ordinating small/medium sized teams and experience in working in a fast-paced environment is desirable. Experience in data analytics or related area is desirable.

Languages

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

Assessment

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

Special Notice

Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located. 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. 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.

Potential interview questions