Administrative Officer

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Human Resources Services Division (HRSD) provides dedicated services in support of human resources requirements of client entities, from process development through service delivery. The Division establishes and manages rosters across all job families, organizes testing and examinations, provides operational support and other advisory service for clients for the full spectrum of their delegated authorities, and supports managers and business partners in the use of non-staff personnel. The position is located in the Office of the Director of the Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS). The Administrative Officer reports to the Director.

Responsibilities

• Within delegated authority, the Administrative Officer will be responsible for the following duties:

OVERALL COORDINATION

• Supports the division and office of the Director in cross cutting areas such as preparation of the overview, support account and corresponding results-based budgeting statistics.
• Coordinates with the front office team and division in preparation of talking points, briefing notes and background materials for the Director and senior leadership.
• Works with front office and division, prepares the Director for meetings and discussions with member states, missions and clients. HUMAN

RESOURCES 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, 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.
• Reviews post incumbency reports for purposes of vacancy management and staffing table control.

BUDGET AND FINANCE

• 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.
• Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
• Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
• 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 and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements.
• Supervises a team and/or 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.

Education

• An Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting, law or related area is required. 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 experience in administrative services, budget, finance, human resources management or related field is required.
• A minimum of five years or experience within the United Nations common system or similar international organizations is required.
• Experience in providing advice to managers and staff on human resources and budget-related matters is required.
• Experience working with a senior public official in a front office environment is required.
• Experience in monitoring performance based on strategic and operational indicators using dashboards or scorecards is desirable.
• Experience in preparing and executing budgets 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 French is desirable. Knowledge of another UN official language is desirable.

Source: https://careers.un.org/jobSearchDescription/245437?language=en