ASSOCIATE ADMINISTRATIVE OFFICER

Contract

This is a NO-B 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 2 years of experience, depending on education.

Salary

The salary for this job should be more than 4,308 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

The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. UN-Habitat’s Regional Office for the Arab States (ROAS) manages UN-Habitat’s project portfolio in the Arab States. It ensures that country priorities are in alignment with the UN-Habitat’s organizational policies and strategic objectives and brings through its Regional Representative to the attention of the Executive Management Committee (EMC) opportunities and challenges in the region, allowing for timely feedback and responses to urgent demands and requests from member states. This post is located in UN-Habitat/ROAS at the Baghdad, Iraq duty station. The incumbent will report to the Administrative Officer and the Head of Iraq Programme and will be responsible for the following duties:

Responsibilities

Coordination: • Coordinate with the Iraqi ministries and the relevant offices/departments to facilitate signing variety of MoU’s, cooperation framework, and host country agreement between the organization (first party) and the Iraqi governmental bodies (second party) • Undertake the role to represent UN-Habitat in the Ministry of Foreign Affairs (protocol, legal, organizations departments) • Support the head of the programme by liaising with all Iraqi governmental entities for the purpose of conducting meeting and to undertake the responsibility of writing the minutes of meeting and further coordination and follow-up. • Support the head of the programme by liaising with all embassies to facilitate and coordinate conducting meetings and to undertake the responsibility of writing the minutes of the meeting and further coordination and follow-up. • Undertake the roles and responsibilities of a programme focal point in SRSG, DSRSG, CMS, Chief of Staff, and UNAMI relevant units and sections for the purpose of coordinating meetings for the head of the programme, deputy head of the programme and project managers. • Contributes to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Documents requirements and background information used for data analysis. Security key functions: • Act as Local Security Officer for UN-Habitat and apply all security awareness as the UNDSS instructions. • Accompany the International and national staff in all local missions. • Assists in maintaining the Security Plan, including updating staff lists; • Performs routine investigations or security assessments to ensure the safety of field staff to enter or return to a location where actual or suspected problems exist. • Ensures that all staff members and their dependents are kept fully informed on matters affecting their security. • Assists in reporting security incidents affecting UN staff, offices and assets. • Organizes and delivers training courses on security awareness and preparedness. • Assists in ensuring residential (Minimum Operating Residential Security Standards – MORSS) and office safety, and security preparedness. • Liaises and coordinates, as appropriate, with the host government security organizations and/or personnel, including national and local provincial authorities, military, and police officers, as well as non-governmental organizations and other non-State actors in the area of operation. • Communicates information on security to the head of the agency and provides host country security advice to UNDSS in the absence of the SA, as required. • Maintains regular contacts with Security Focal Points of UN agencies. • Providing security orientation to newly assigned staff members. Conducts security briefings, as required. • Establishes and maintains warden system and keeps update of information related to UN-Habitat offices and residences. • Administers a pass and ID system. • Prepare the required TRIP request (mission security clearance request) to apply for UNDSS`s approval for red zone missions inside and outside Baghdad. Travel key functions: • Prepare MoPs (Movement of Personnel) for staff/Consultants travelling on mission/R&R. • Follow-up with MovCon regarding the flights of staff (UN flights and airport drop off/pickup). • Prepare Monthly travel plan by coordinating with all programme employees. • Create Index numbers and Mini masters in UMOJA for the Programme consultants & meeting participants. • Create travel requests, Expense report, Stand-alone expense report of official, HR, and entitlements travels for all Iraq Programme employees in UMOJA in addition to the regional office for Arab states, and chief of staff based on the advice of PMO/ROAS. Follow-up with the travel unit/UNON in relation to the travel approval status. • Update the travel Database with all missions and monitor it closely for the pending actions required. • Responsible for obtaining visas for newcomers to Iraq in addition to Residency Office to apply for the Multi Residency Permit. • Act as Focal Point of UN-Habitat with Ministry of Foreign Affairs in in all matters pertaining to the Agency. Logistics/Events Management key functions • Conducting quarterly inventory of Baghdad office assets and coordinating the list with Oversight and Internal Controls Unit in HQ. • Manages logistics operations including management of logistics assets, materiel, contracts and personnel. Ensures timely, accountable and cost-effective delivery of cargoes; • Assess the assets conditions and advise the PMO for the action required such as disposal/sell. • Ensure proper inventory control of assets and liabilities. • Coordinates and liaises with other units on logistic matters and activities with procurement, finance, human resources, policy, and other substantive units. • Prepare the assets LPSB report and coordinate with HQ for recording. • Liaising with MOFA and customs directorate to clear the imported assets related to the organization. • Coordinates logistics operations with other UN agencies, and other organizations in the field. • Liaising with UNON, UNDP/HQ and UNOPS/HQ for issuing and renewal of the UNLP for national and international staff. • Undertake the role to represent UN-Habitat in the Common premises committee run by the UNAMI DSRSG. • Undertake the role to represent UN-Habitat in the logistics working group LWG. • Representing UN-Habitat Iraq in Logistics OMT working group and as alternate in Admin OMT working group. • Checking the HR DB to follow up contract’s expiration date and start date for new contracts to conduct support related to Visa renewal and issuance. • Supports the implementation of procedures and systems for implementing the appropriate financial database. • Undertake the role to follow up with UNAMI the UN-Habitat accommodations/rooms based in the UN integrated compound. • Supervise the programme drivers based in Baghdad, and monitor their deliverables as per requirement, distribute the tasks among them and report to PMO on any finding that needs action. Besides, responsible to follow up on their performance appraisal review as first reporting officer. • 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 and the identification of office technology needs and maintenance of equipment, software, and systems). • Preparing clearance checklist form and follow up with the relevant staff members to get it signed for the staff members, consultants, and third parties when their contracts end. • Providing continuous Logistics support to UN sister agencies, and ROAS when needed. • Managing events/workshops arrangements (travel entitlements, Avenue, translation, printing material.) by coordinating with other focal points for support. • Ensures that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained. • Liaising with the Iraqi security special forces to facilitate the entrance of the meeting participants inside the international zone. Procurement key functions: • Member of the financial evaluation committee. • Preparing the RFQ related to Low value purchases including the workshops venues, catering, translation, getting the required quotations and prepare the comparison table for approval by the PMO. • Create the related shopping carts and Low Value PO’s in UMOJA. Finance key functions: • Close coordination with travel unit, finance, budget management service unit (BFMS) in HQ and UNON, to follow up/close all long pending TRIPS related to Iraq Programme & ROAS (when needed) to support raising the issuance of the project’s final financial reports. • Liaise with UNON finance unit in relation to process and follow up the pending payments of the mission’s entitlements. • Liaising directly with HR unit at UNON to facilitate the process and the payments of the R&R entitlements. • Create conference pay master in UMOJA by liaising with UNON to secure advance payment to the meeting participants. • Create Service Entry sheet in Umoja (SES). • Performs other duties as required, within the incumbent’s capacity.

Competencies

Professionalism: Knowledge and understanding of theories, concepts and approaches relevant to business or public administration, finance, accounting or procurement. Knowledge of UN policies, procedures and operations related to local security field in Iraq. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, procurement, languages or related field is required. A first-level university degree in combination with additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Job - Specific Qualification

Not available.

Work Experience

A minimum of two (2) years of progressively responsible experience in administration, procurement, travel, logistics or related area is required. Experience in event management activities is required A minimum of 2 years of experience in operations related to local security field in Iraq is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

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

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

Special Notice

Appointment against this position is for an initial period of one (1) year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located. 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. Internal Applicants – When completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. 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. On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.

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.