EXECUTIVE OFFICER

Contract

This is a P-5 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 10 years of experience, depending on education.

Salary

The salary for this job should be between 204,886 USD and 256,769 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 Institute for Disarmament Research (UNIDIR) — an autonomous institute within the United Nations — conducts research on disarmament and security with the aim of assisting the international community in their disarmament thinking, decisions and efforts.

The Executive Officer is UNIDIR’s lead financial and administrative officer. The Incumbent will provide expert advice to the Directorate and research programmes on administration (finance and budget, human resources, procurement), and applicable UN regulations and rules. The Incumbent will lead a team responsible for operational services of the Institute including administration, finance and budget, resource mobilization, and communications. The Incumbent will be the focal point for cross-cutting issues including risk management and internal controls, oversight and accountability, donor and external relations, and public information. The position is responsible for proactively developing and implementing practical strategies in these areas. The Executive Officer is under the general supervision of UNIDIR's Director and the direct supervision of the Deputy Director.

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

Management and General Administration - Assists senior management in the development and implementation of UNIDIR’s administrative and financial framework, consistent with UN policies and procedures. - Plans, organises, manages, and implements support services, including in general administration, procurement, budget and finance, grant management, human resources, security, partnerships, and communication. Ensures efficient and effective service provision by UNIDIR personnel as well as external service providers and contractors. - Plans, organises, and manages Institute-wide initiatives and meetings of UNIDIR statutory bodies and its donors: prepares the agenda and materials, liaises with stakeholders, organises meeting logistics and reports. - Produces and coordinates major/complex reports including briefings to senior management, the board of trustees, donors, legislative bodies, and UNIDIR’s annual Director’s report. - Participates and supports UNIDIR’s strategic planning processes. Formulates strategic direction and evaluates strategic options, particularly in terms of resource implications. Assumes a lead role in monitoring and supporting the execution of strategies to achieve maximum impact. Ensures UNIDIR's institutional objectives are implemented on schedule and within budget; identifies and addresses gaps or problems. - Advises senior management on budgeting, financial, human resources, general administration, and information management issues and practices. Provides guidance on United Nations policies and procedures. - Serves as UNIDIR’s lead administrative and financial officer. Represents UNIDIR on matters related to general administration, resource management, programming, finance, budget and security. Participates in relevant internal/external meetings and task forces.

Budget, Financial and Resource Management - Manages and monitors budget implementation and expenditures, ensuring they remain within authorized levels and comply with intergovernmental recommendations and decisions as well as with United Nations’ rules, regulations, established policies and procedures. Advises management regarding the allocation/availability of budget resources. Oversees the development and maintenance of user-friendly dashboards and other information management tools. - Takes the lead in securing required resources for UNIDIR from United Nations’ administration resources, trust funds and grant programmes. Assists the Directorate in identifying, consolidating, and expanding the Institute’s resources, and in implementing resource mobilization priorities - Ensures the planning, oversight and reporting of extra-budgetary resources. Supports the preparation of budgets for programmes, projects, and donor/funding proposals. Develops and submits donor funding agreements. Oversees and/or coordinates the submission of interim and final reports (narrative and financial) to donors, ensuring accurate and updated financial information. - Prepares budget and budget performance submissions: Reviews, analyses, and finalises cost estimates and budget proposals; ensures compliance with plans and other legislative mandates. Provides detailed input with respect to resource requirements for budget submissions. Analyzes variances between approved budgets and actual expenditures. Provides substantive support to relevant intergovernmental and expert bodies in their review of UNIDIR budgets and plans; assists in securing approval from the General Assembly. - Reviews operational objectives and related financial policies and procedures affecting UNIDIR’s financial, budget and grant management systems; makes recommendations for changes and/or modifications; takes the lead in designing and implementing required changes. Ensures consistency with UN policies and good practices. - Ensures the integrity of financial and management systems and controls. Prepares internal financial reports and responses to Internal and External Audit observations in compliance with the Financial Rules and Regulations.

Human Resources Management - Takes the lead in addressing staff and human resource administration-related issues, ensuring UNIDIR requirements are rapidly met. This involves overseeing development and maintenance of contractual arrangements; staffing table records; managing training and development opportunities; interpretation and application of personnel rules; preparation of staffing projects and other ad hoc status reports. - Manages personnel working on budget and finance, human resources, security, partnerships, and communication: coordinates and oversees recruitment processes, plans, and allocates work, monitors prompt implementation, coaches and prepares performance reports. - Ensures all actions comply with relevant operational procedures for recruitment, transfer, placement and separation of staff promotions as well as mobility and career development; gender equality and staff-management relations. - Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements for UNIDIR personnel.

Communications and Information Management - Manages and ensures implementation of the Institute's communications strategy and priorities, including maintenance of the Institute’s website(s), production of regular newsletters, social media content, audio (podcasts) and video content. - Develops strategic partnerships that support and maximizes the impact of communications and promotional objectives. - Serves as Officer-in-Charge and performs other duties as required.

Competencies Professionalism: Ability to provide specialized advice in a broad range of human resources management, financial, administrative areas to senior management and other managers. Ability to apply UN rules, regulations, policies, and guidelines in work situations and prepare reports or rationale with respect to key administrative decisions. 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. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Planning and 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.

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 the audience. Demonstrates openness in sharing information and keeping people informed.

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.

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 that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.

Education An advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting, law, or related field is required. A first level university degree in the specified field of study in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience A minimum of ten years of progressively responsible experience in administration, budget, finance, human resources management, or related field is required.

At least five (5) years of experience in administration, budget, finance, human resources management within the United Nations Common System or similar international organization is required.

Experience in budget, finance and human resources management is desirable.

Experience in leading and managing teams comprised of persons from diverse professional and cultural backgrounds is desirable.

Experience in budget performance reporting, programme/project monitoring and evaluation is desirable.

Experience in resource mobilization and partnerships building, including the preparation and negotiation of donor and framework agreements is desirable.

Specific experience in the management of trust fund(s) is desirable.

Languages English and French are the working languages of the United Nations. For the position advertised, fluency in English or French is required. Knowledge of the other is desirable. Knowledge of another UN official language is desirable.

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

Special Notice The appointment against this position is limited to the UN Institute for Disarmament Research.

Initial appointment is for one year. Extension of this position is subject to the availability of funds and continuation of mandate.

UNIDIR is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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.