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Job Opening
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Posting Title: |
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Chief of Section/Administrative Officer, P4
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Job Code Title: |
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ADMINISTRATIVE OFFICER
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Department/ Office: |
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Office of Central Support Services
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Duty Station: |
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NEW YORK
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Posting Period: |
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27 February 2015-27 April 2015
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Job Opening number: |
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15-ADM-DM OCSS-40813-R-NEW YORK (O)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This position is located in the Office of the Chief, Special Services Section at the Commercial Activities Service of the Facilities and Commercial Services Division in the Office of Central Support Services (OCSS). The incumbent will report directly to the Chief of the Commercial Activities Service under the overall supervision of the Director of Facilities and Commercial Services Division.
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Responsibilities
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Within delegated authority, the Administrative Officer will be responsible for the following duties:
Human Resource Management
• Initiates, coordinates and reviews actions covering the Section’s 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, duties and responsibilities,
• Represents the Section/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.
Budget and Finance
• Acts as Certifying Officer for the Section.
• Reviews invoices and monitor the payments.
• Prepare and defend budget submissions and performance reports as well as financial management of the Section’s activities 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 related to mail, pouch, messengers, catering facilities and gift centre operations. Prepares Statements of Work and participates in technical evaluations. Prepares and reviews vendors’ performance evaluations. Supervises a staff team and/or provides contract management on mail, pouch, messengers, catering facilities and gift centre operations .
• Produces major/complex reports for management including audit responses.
• Provides expert guidance and leadership to the Section.
• Performs other related duties as required, e.g., participate in the review of the programming, design and construction works for catering and gift centre facilities; coordinate with Facilities Management Service and respective vendors to ensure uninterrupted services.
• Performs other related work as required.
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Competencies
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• Professionalism: Knowledge of planning, programming, budgeting, financial and human resources management and other relevant administrative policies;. Ability to prepare reports and conduct presentations by clearly formulating positions on issues; articulating options concisely conveying the necessary information, making and defending recommendations; Knowledge in contract management and proficient knowledge of the procurement process. Conceptual analytical and evaluative skills to conduct independent research and analysis. 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& 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.
• Leadership: Serves as a role model that other people want to follow; Empowers others to translate vision into results; Is proactive in developing strategies to accomplish objectives;
Establishes and maintains relationships with a broad range of people to understand needs and gain support; Anticipates and resolves conflicts by pursuing mutually agreeable solutions; Drives for change and improvement; does not accept the status quo; Shows the courage to take unpopular stands.
• 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.
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Education
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Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, 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.
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Work Experience
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A minimum of seven years of progressively responsible experience in administration, finance, accounting, human resources management or related field. Experience in managing commercial activities and catering operations is desirable.
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Languages
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English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another UN official language is an advantage.
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Assessment
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Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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Special Notice
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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.
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United Nations Considerations
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Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira.
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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No Fee
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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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