Associate Administrative Officer

Volunteering Admin Human Resources Finance & Economy

Overview

Support administrative functions within the UN Operations.

You have:

• A bachelor's degree in administration, finance, accounting, human resources management or related area is required.
• Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.
• Excellent oral and written communication skills.
• Self-motivated and able to work with minimum supervision; ability to work with tight deadlines.
• Proficiency in various MS Office applications and office technology equipment.
• Ability to work effectively in a multicultural team of international and national personnel.
• Strong analytical skills in data management and reporting.

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to: • Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice, and orientation to the local environment. • Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity. • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal. • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address. • Access to shared host entity corporate knowledge, training, and learning. • Inclusion of the volunteer in emergency procedures such as evacuations. • Leave management. • DSA for official travel, when applicable. • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme. • Investigate misconduct: sharing reports with the UNV. • Provide emergency assistance, e.g. the death of volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g. isolation facilities` services during pandemics).

Within the delegated authority and under the supervision of the Administrative Officer in the Office of the Chief of Operations and Resource Management (OCORM) or his/her designated mandated representative(s), the UN Volunteer Associate Administrative Officer will be responsible for the following duties:

Human Resource Management

• Undertakes actions related to the administration of the unit’s 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.

Budget and Finance

• Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Assists in gathering information on unit’s staffing needs for inclusion in department’s staffing table. • Assists in developing the unit’s work program and budget; analyses input and assists in formulating resource allocations by work program, or business processes. • Supports the implementation of procedures and systems for implementing the appropriate financial database. • Follows-up pending entitlements, payments and claims. • Contributes to the development of budgetary guidelines for own unit.

General Administration

• Drafts and/or assists in the preparation of correspondence in response to inquiries submitted to the Chief of Operations and Resource Management (CORM) and other administrative, budget, and financial matters, as well as from the CORM on same matters. • Assists in identifying the major aspects of risks involved in the operations and resource management for proper preparation of a risk mitigation matrix and monitoring of the implementation of remedial actions. • Assists in the drafting of, and periodic review of, standard operating procedures (SOP) for processes under the purview of the ORM pillar. • Reviews various management reports and prepares analytical data/tables for management decision. • Perform any other duties related to the above as assigned by the unit’s supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day). • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. • Provide annual and end of assignment self- reports on UN Volunteer actions, results, and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. • Assist with the UNV Buddy Programme for newly arrived UN Volunteers. • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Professionalism: demonstrated understanding of operations relevant to MINUSCA; technical capabilities or knowledge relevant or transferrable to MINUSCA procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and MINUSCA in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary. • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards MINUSCA’s mission and vision, as well as to the UN Core Values.

administration, finance, accounting, human resources management or related area is required. Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Accuracy and professionalism in document production and editing. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment. • Experience in data analytics in management reports is desirable. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Desirable: valid national driver’s license and proven ability to drive manual gear 4x4 over rough terrain; (if not applicable, delete) • Sound security awareness.

Central African Republic is a non-family duty station with a difficult security and working environment. The country is landlocked with very limited travel possibilities and surrounded by countries with volatile and security problems (Chad, DR Congo, Sudan, South Sudan and Cameroon). Volatile socio-political situation and social unrest and grievance in the capital city Bangui with frequent civil servants strikes causing interruption of health, education and civil service due to years of unpaid salaries. Power cuts are a norm causing insecurity in town. The population in Bangui including the expatriates is concerned about increasing cases of criminalities as a direct result of the March 2013 coup by the SELEKA – a coalition of rebel groups and recent events in December 2013 that carried the country into a chaos. The country is totally dependent on Cameroon sea port situated 1500 kms away causing regular shortage of basic domestic goods. Travel time from Douala (Cameroon) to Bangui for a truckload averages a week because of very bad roads and several roadblocks. The country security level is between 3 and 4 restricting movement to official travel only. Currently, there is a curfew in place that applies from 10 pm to 5 am.

This situation puts tremendous stress on staff and their family members. There are very limited medical infrastructures and services do not function properly. Nevertheless, a UN Dispensary provides basic medical care for the UN personnel and the UN hospital built is operational since August 2014. Only four airlines officially recognized by UN System serve the country: Air France (two flights a week), Royal Air Maroc (two flights a week), Kenya Airways (six flights per week), Ethiopian Airlines (five flights a week), Asky (four flights per week), and Rwandair (three flights a week) . Flights are sometimes subject to cancellation when security situation volatility increases. Staff in Bangui (MHQ) lives on local economy by renting apartments and houses. In comparison to 2014, more accommodation is available but with high costs therefore sharing is recommended. Supermarkets having all variety of food and appliances are available but costlier than normal process. Also, Level II Hospital run by military medical team is available next to the MHQ. The Security situation is stable there, no need for an escort.

MINUSCA has constructed tented camp for civilian personnel with airconditioned and acceptable standards and prefabricated accommodation camps started in May 2016. Similarly, installation of office prefabricated units also ongoing. There is catering services provided by a commercial entity on payment basis also the local market is well furnished of basic goods and opened all the week. There is Level2+ fully equipped military hospital in the Bria Green field where all civilian, military camp components are situated. Bouar (Sector West HQ) is in western CAR, approximately 500 Km from Bangui (capital city) where living conditions are quite acceptable. The local market is opened every day and well furnished with seasonal fruit and basic goods. Military Level I clinic exists but the mission has plan to provide better facility. MINUSCA has constructed tented camp for civilian personnel with airconditioned and acceptable standards and prefabricated accommodation camps started in May 2016. Similarly, installation of office prefabricated units also ongoing. There is catering services provided by a commercial entity on payment basis.

Please, refer to: https://www.unv.org/

Ultimately, MINUSCA provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility and the ability and willingness to live and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org