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Job Opening
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Posting Title: |
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Administrative Officer, P3
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Job Code Title: |
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ADMINISTRATIVE OFFICER
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Department/ Office: |
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United Nations Office at Geneva
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Duty Station: |
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GENEVA
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Posting Period: |
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30 September 2015-14 December 2015
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Job Opening number: |
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15-ADM-UNOG-47626-R-GENEVA(G)
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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 post is located in the Executive Office, Division of Conference Management (DCM), United Nations Office at Geneva (UNOG).
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Responsibilities
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Under the overall guidance of the Director, Division of Conference Management and the direct supervision of the Executive Officer, the Administrative Officer will be responsible for the following duties:
Human Resources Management - Effectively coordinates actions relative to the administration of the following human resource activities: internship programme, training programmes including monitoring of the outreach activities and external training for upgrading substantive and IT skills programme, induction programme for newcomers, performance appraisal, ensuring consistency in the application of United Nations rules and procedures.
Budget and Finance - Takes the lead with respect to the preparation and implementation of the work plan for upgrading substantive and IT skills programme, ensuring that financial resources are utilized to implement activities in accordance with the approved learning Programme Budget and allotments issued. - Monitors and reviews the work plan for upgrading substantive and IT skills programme and by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of training programme reports. - Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources. - Develops procedures and implements them to ensure that accounting and financial management controls are consistent with United Nations policy and practice. - Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. - Provides guidance and leadership to more junior staff.
General Administration - Oversees work related to procurement, monitors and evaluates vendor contracts/payment to vendors and individual contractors for services. - Reviews adequacy of Divisional space requirements, and liaises with the stakeholders in the Division and in the Division of Administration. - Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. - Serves as the Certifying Officer for the low value procurement items and coordinates activities related to the procurement of assets for DCM and ensure proper control of DCM assets as the Property Management Custodian for DCM and liaises with Central Support Services, UNOG as necessary. - Assists the DCM Director and the Executive Officer with the activities related to the UNOG Crisis Management Team. - Assists the DCM Director and the Executive Officer with the leadership dialogue session each year on selected ethics theme, planning and reporting. - Monitors the status of the security clearance for the DCM staff, and liaises with the Safety and Security Section, UNOG as necessary. - Serves as the manager of the DCM Administrative Calendar. - Coordinates the audit reviews within the Division. - Serves as focal point for DCM intranet and Iseek page. - Liaises with the Special Assistant of the Director for communications input to UNHQ, and - Performs other related tasks as required.
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Competencies
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• 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 evaluate 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 administration, finance, accounting, human resources management or related field. - 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.
• TEAMWORK: - Works collaboratively with colleagues to achieve organisational goals. - Solicits input by genuinely valuing others' ideas and expertise. - Is willing to learn from others; places team agenda before personal agenda. - Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position - Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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, international relations, finance, accounting, law or related area. A first-level university degree in combination with 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 five years of progressively responsible experience in administration, finance, accounting, human resources management or related field of which 3 years within the United Nations Common System is required. Experience with Enterprise Resource Planning (ERP) systems or other similar information management system is desirable. Experience in coordination of outreach and training activities would be an advantage.
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Languages
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Fluency in English and French (both oral and written) is required. Knowledge of another United Nations official language is an advantage.
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Assessment
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A written assessment may be conducted followed by a 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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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.
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.
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” hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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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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