ASSISTANT ADMINISTRATIVE OFFICER

Contract

This is a NO-1 contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. More about NO-1 contracts.

Org. Setting and Reporting This position is located in UNOCA CMS office.

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

Human Resources Management - Working in coordination with the Chiefs of Unit and other admin assistants in the Office of the SRSG/Office of the Chief of Staff/ Office of Political Affairs/Public Information/OCMS to follow up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. - Assists in reviewing and following-up on actions related to the administration of the unit time and attendance, performance appraisal, etc. in electronic information systems. - Maintains and reviews organizational staffing tables; prints and reviews UMOJA BI reports.

Logistics and Supply chain - Implement the master data (PID’s and running Contracts) for our mission. - Monitoring and managing Supply, TPT and ENG warehouses. - Monitor available contract against Initial Source Plan from entities. - Proposed a Source Plan to the Senior Demand Planner. - Modify/update the Source Plan in accordance with that year planification. - Implement a weekly check of the status of the warehouse. - Carry out monthly update of the equipment and expendables. - Respond to demands from staff members as they arise. - Conduct periodic physical and virtual inventories (cycle counts) of UNOCA’s warehouses to ensure the accuracy of stock quantities and the use of the right PID. - Monitor the net total stock available and their exact location of the property including vehicles in the mission. - Coordinate with all sections on delivery schedules for requested items. - Assist in the preparation of reports on proposed consumption and lead time for expendable goods with Property management unit. - Initiate the Write Off process by creating the Notification and reservation, then complete the notification.

Budget and Finance - Assists in Monitoring status of expenditures and allotments, records variations, updates budget tables. - Assists in consolidating data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. - Assists in the preparation of budget performance submissions. - Monitor budget estimates in our cost center. - Submit funding allocations, fund expenditures, fund commitment for approval. - Raise the requisitions such as: o Service Entry Sheet to process invoices for which the service has been satisfactorily rendered. o Funds Commitment – FA/FC raised to commit funds for different activities held in the sub-region. - Follow up on pending payment with finance unit. - Monitor and register the disbursement of Petty Cash - Process Invoices from vendor - Coordinate with Regional Service Center, Entebbe (RSCE) to ensure that all invoices submitted in SharePoint are paid. - Provide monthly updates on the status of allotments and expenditure.

General Administration - Prepares processes and follows-up on administrative arrangements and forms related to the official travel of staff/check out. - Drafts routine correspondence. - Maintains files of rules, regulations, administrative instructions and other related documentation. - Maintains up-to-date work unit files (both paper and electronic). - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. - Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

Contract Administration - Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services, namely media outlets, printing houses. - Processes the payment of contractors' invoices and monitor payments - Manage and maintain records of supply thresholds for each contract. - Maintain, update, and ensure the accuracy of the details in purchase orders, delivery activity and billing actions. - Record the status of the contract at all stages of the process (filling CPR and IFT’s reports) - Monitor and track procurement requests to ensure that procurement activities are undertaken right away to meet required delivery times. - Tracking the fuel consumption to make sure that the Fuel Cards are always recharged. - Process procurement actions within the prescribed timelines and send them to GPPS team: o Shopping carts – 48 hours o LVA’s – 48 hours.

Competencies - Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. - 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. - Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. - 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. - 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. - Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve. - Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education A first level University degree in administration, finance or accounting.

Work Experience A minimum of two years progressively working in the field of administration, supply chain, logistics and finance is required.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French/English is required.

Assessment Evaluation of qualified candidates may include an informal interview.

Special Notice - This position is temporarily available until [30 September 2023]. 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.

  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.