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Administrative Officer

Website United Nations

United Nations Jobs: Administrative Officer

Duty Station: New York, United States

Posting Period: 31 January 2020 – 16 March 2020

This position is located in the Executive Office of the Department for General Assembly and Conference Management, New York. The Executive Office assists the Under-Secretary-General, and programme managers and staff members, in carrying out the financial, human resources and general administrative responsibilities. The incumbent reports to the Executive Officer.

Job description

Human Resource Management 

  • Monitors and reviews the implementation of organizational human resources policies, practices and procedures. 
  • Make recommendations on human resources initiatives, practices and procedures to meet the evolving needs of the Department. 
  • Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance management, vacancies, job classification reviews, training, etc., ensuring consistency in the application of UN rules and procedures. 
  • Provides expert advice 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. 
  • Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources. 
  • Prepare HR related statistics and periodic reports from a variety of sources, analyze and present information to support decision making.

Contract Management

  • Manage the staffing table, review/approve recommendations for extension of appointments.
  • Administer contracts between the UN and external contractors for outsourced services.
  • Review services provided by the contractual services; reviews for approval for payment of contractors.

General Administration 

  • Implements and monitors support services, including procurement of supplies and services; transport, travel and information technology support; and provision of local utilities and service requirements. 
  • Supervises a team of staff and provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues. 
  • Produces major/complex reports for management. 
  • Provides expert guidance and leadership to more junior staff. 
  • Performs other related duties as required, e.g., reviews of 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. Knowledge of ERP systems such as Umoja, Inspira or other similar systems. Knowledge of conditions of service governing language staff in an international organization. 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.

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.

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.

MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, law or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

  • A minimum of seven years of progressively responsible experience in administration, human resources management or related field is required.
  • Experience in international recruitment applying staffing policies or guidelines for the United Nations or a comparable public international organization is required.
  • Experience with Enterprise Resource Planning (ERP) systems such as Umoja, Inspira or other similar systems is required.
  • Managerial experience is required.
  • At least five years of work experience in administration at the international level is desirable.

Languages

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

Assessment

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

Special Notice

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.

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.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 November 2019, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, Central African Republic, China, Comoros, Cuba, Democratic People’s Republic of Korea, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Islamic Republic of Iran, Japan, Kiribati, Kuwait, Lao People’s Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Thailand, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

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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