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Job Opening
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Posting Title: |
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Administrative Officer (TJO), P4 (Temporary Job Opening)
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Job Code Title: |
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ADMINISTRATIVE OFFICER
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Department/ Office: |
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Office for the Coordination of Humanitarian Affairs
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Duty Station: |
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NAIROBI
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Posting Period: |
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14 October 2015-11 November 2015
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Job Opening number: |
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15-ADM-OCHA-46477-J-NAIROBI (X)
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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 for the Coordination of Humanitarian Affairs (OCHA) in Nairobi, Kenya. Under the overall supervision of the Head of Office, OCHA Somalia, the Administrative Officer reports to the Deputy Head of Office.
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Responsibilities
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Within delegated authority, the Administrative Officer will be responsible for the following duties:
I. BUDGET AND FINANCE: Serve as a Senior Administrative Officer for OCHA Somalia, including providing guidance on administrative structure, internal control systems, implementation of the UN Financial Rules, Regulations and Guidelines, use of official forms, protocols, etc. Manage and advise the Head of Office on the cost planning process, including cost estimates, redeployment of funds as appropriate, staffing plans and justification of expenditures. Monitor OCHA Somalia expenditures against approved cost plans, ensuring regular verification and reconciliation of charges made by UNDP or other local service providers on behalf of OCHA. Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties. Ensure reporting on financial and administrative issues including for headquarters and donors. Assess and analyze needs for contributions from Donors, develop procurement plans and supervise purchases in coordination with UNDP or other local service providers, and OCHA ASB. Provide information needed to respond to audit observations / findings.
II. GENERAL ADMINISTRATION: Manage and monitor the administrative and finance unit of OCHA Somalia, through ensuring individual and unit work objectives and plans are met, as well as providing, on a regular basis, solid support and guidance to administrative staff on the ground. Conduct and negotiate administrative agreements, such as cost sharing arrangements, service provision, etc. with third parties, in particular, UNDP (OCHA's main service provider for field-based activities). Oversee recruitment of national staff, including vacancy management and staff selection process. Participate in interview panels for recruitment of administrative personnel (both international and national). With the management of OCHA Somalia, elaborate staff development plans and identify training courses and other career development activities. Develop and manage orientation / induction programs for newly recruited staff members. Oversee and monitor logistical arrangements for OCHA regional / field offices, assets management, procurement, mission travels, workshops, conferences and seminars. Represent OCHA Somalia at inter-agency administrative meetings / forums / seminars. Ensure that the office premises are well maintained and provided with common services. Oversee the identification of office technology needs and maintenance of equipment, software and systems. Provide sound administrative surge capacity for other field and sub-offices as required. Perform other duties and/or assignments as required.
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Competencies
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PROFESSIONALISM: Technical competence and proven track record in overall administration with emphasis on financial activities, and knowledge of the United Nations Financial Rules and Regulations as well as accounting practices; understanding of general administration and human resources management; competence in administrative support for field-based activities. Knowledge of organizational work and cost planning with the ability to set priorities and to plan, coordinate, and monitor own work plan and those under the supervision; ability to identify priority activities and adjust them. Proactively service staff and other clients to propose appropriate solutions. 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.
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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 other related area. Three (3) years of international field experience in emergency situations is required. Work experience within the UN Common System or other international organization handling administrative-related matters is desirable. Field experience in the Region (Horn of Africa) is desirable. Knowledge of ERP systems (eg. UMOJA) is desirable.
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Languages
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English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
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Assessment
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Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
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Special Notice
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Please note that this is a temporary job opening open to internal as well as external candidates. The position is for six months, with a possibility of extension, and the selected candidate is expected to start as soon as possible. All posts are subject to availability of funds.
A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
Please note that 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.
For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
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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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