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Administrative Officer

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United Nations Jobs: Administrative Officer

  • Job Code Title: Administrative Officer
  • Department/Office: Economic Commission for Europe
  • Duty Station: Geneva, Switzerland
  • Posting Period: 31 October 2019 – 14 December 2019

Job Opening Number: 19-Administration-ECE-125582-R-Geneva (X)

The post is located in the Executive Office (EO) of the Office of the Executive Secretary (OES), United Nations Economic Commission for Europe (UNECE), Geneva. The EO was established to provide services that backstop the day-to-day operations of the UNECE Secretariat. The Administrative Officer reports directly to the Executive Officer of the UNECE.

Responsibilities

Under the overall supervision of the Executive Officer of UNECE and within delegated authority, the Administrative Officer will be responsible for the following duties:

Human Resource Management :
– Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, staff training, consultant and individual contractor management etc., ensuring consistency in the application of UN rules and procedures.
– Provides expert advice and support to managers and staff on human resources related matters, in collaboration with clients and service provider, with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
– Represents the Department/Unit at Departmental Panels and appointment bodies .
– Reviews post incumbency reports for purposes of vacancy management and staffing table control and promptly identifies upcoming vacancies in coordination with client offices, which includes managing “Organizational Management (OM)” duties in Umoja.
– Leads, oversees and coordinates the preparation and implementation of the work program and budget as they relate to Human Resources management to ensure compatibility with work priorities and objectives, considering the most effective use of resources.

Budget and Finance:
– Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
– Reviews, analyses and finalizes cost estimates and budget proposals, in terms of staff and non-staff requirements from (a) UNECE Subprogrammes and (b) UNECE-administered Trust Funds.
– Monitors and controls budgetary allocations through regular reviews of primary expenditure groups; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
– Administers and monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
– Acts as Certifying Officer under Financial Rule 110.4 to ensure that proposed obligations and expenditures are in accordance with approved budgets and established regulations and rules.
– Drafts reports for intergovernmental bodies and for management on budgetary issues, and correspondence.
– Establishes and maintains a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.

General Administration:
– Implements and monitors support services, including procurement of supplies and services; transport, travel communications, information technology support; and provision of local utilities and service requirements.
– Represents UNECE on interdepartmental working groups, task forces and other consultative meetings;
– Supervises a staff team and/or provides advice to others on human resource administration, financial administration and management information issues and practices to colleagues.
– Coordinates various aspects of the deployment of Umoja modules at UNECE in the context of change management, business readiness and ramp-up for the deployed Umoja solution.
– Produces major/complex reports for management.
– Provides expert guidance and leadership to more junior staff.
– Performs other related duties as required, e.g., reviews by Secretariat offices and departments at headquarters/missions, operational travel programme, adequacy of departmental space requirements, and technology requirements.
– Performs other related work as required .

Competencies

Professionalism : Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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.

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.

Education

Advanced university degree (master’s degree or equivalent degree), in business or public administration, human resources management, finance, accounting, law or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of an advanced university degree.

Work Experience

A minimiun of seven years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.
Experience in using ERP systems (SAP), such as Umoja, particularly the organizational management and travel management modules is required.
Experience in producing Business Intelligence reports using ERP systems is required.
Experience in implementing administrative and HR policies and procedures of the United Nations or a comparable international organization is desirable.
Experience in an Executive Office or similar administrative office is desirable.
Experience in handling complex organizational issues and managing staffing tables is desirable..

Languages

English and French are the working languages of the UN Secretariat. For the position advertised, fluency in English is required. Knowledge of another UN official language is desirable.

Assessment

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

Special Notice

Extension of the appointment is subject to extension of the mandate and/or the availability of funds.

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.

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

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.

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