Job Opening

Posting Title: SENIOR ADMINISTRATIVE OFFICER, P5
Job Code Title: SENIOR ADMINISTRATIVE OFFICER
Department/Office: United Nations Mission in the Republic of South Sudan
Duty Station: Juba
Posting Period: 05 July 2019 - 19 July 2019
Job Opening Number: 19-Administration-UNMISS-119605-F- (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the United Nations Mission in South Sudan (UNMISS), Juba, in the Office of the Director of Mission Support. Juba is classified in the "E" category and as a nonfamily duty station. The Senior Administrative Officer reports directly to the Director of Mission Support.

Responsibilities

Within delegated authority, the Senior Administrative Officer will carry out the following duties:

Policy and planning:
•Assists the Director in the development and implementation of an administrative and financial management framework of the Mission.
•Advises Director on policies, guidelines and practices in a broad range of administrative areas, including budgeting, financial management, human resources management, supply chain management, procurement, ICT, auditing and management information issues.
•Leads drafting process and produce major/complex reports on behalf of Director, for General Assembly and the Advisory Committee on Administrative and Budgetary Questions (ACABQ) including liaising with all necessary stakeholders to secure timely input and to close out and resolve comments.
•Provides advice and support for the Director in such areas as audits, special reviews of operational objectives and related administrative policies/procedures, etc.
•Participates in the weekly management meetings to provide advice on administrative, financial, procurement, human resources matters and other matters as required.

Human Resource Management:
•Takes the lead in coordinating the full range of staff and human resource administration related issues, ensuring project requirements are met. This involves overseeing development and maintenance of staffing table records; interpretation and application of General Assembly resolutions and staff rules relating to human resource issues; preparation of staffing projects and other ad hoc status reports on such issues.
•Ensures all actions are in compliance with UMOJA (SAP) operational procedures for recruitment, transfer, placement, post classification and separation of staff, as well as mobility and career development; gender equality and staff-management relations.
•Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance:
•Coordinates the planning, monitoring and presents the resource plans related to the Mission as requested. Monitors expenditures to ensure that they remain within authorised levels. Exercises control over budgetary expenditures from these resources and advise senior staff regarding the allocation/availability of budget resources.
•Coordinates the development, establishment and maintenance of sound policies, procedures, standards and tools that are consistent with UN policies and best practices in order to ensure proper accounting, financial management and control.
•Prepares inputs and reviews drafts of internal financial reports and drafts responses to Internal and External Audit observations in compliance with the Financial Rules and Regulations.
•Writes and oversees the preparation of reports for presentation to intergovernmental bodies such as the Advisory Committee on Administrative and Budgetary Questions, the General Assembly and other policy-making organs, as appropriate.

Director's Support (Administration):
•Performs programme / project management tasks as necessary, including change and contingency management, answering audit observations and requests.
•Serves as the focal point for engagements with UNOPS. Responsible for development of Financial Agreements, coordination of internal reviews of FAs and, where necessary, preparation of case presentations to the Director for approvals.
•Performs ongoing reporting to UN Headquarters as necessary, provides project management support and keeps the Director of Mission Support advised on the implementation of the projects.
•Ensures that MOUs or Letters of Agreement are established with Agencies, Funds and Programmes, other related entities and service providers for facilities and services provided and ensures that costs are recovered in a timely manner.
•Ensures that Conduct & Discipline Team recommendations as well as recommendations from security investigations are implemented in a timely manner.
•Oversees the work of Boards & Committees, including Board of Inquiry (BOI), Claims & Local Property Survey Board (LPSB) Local Committee on Contracts (LCC) and Tender Opening Committee (TOC).
•Oversees the Welfare Programme of the Mission.
•Vets requests for support from external parties and approves requests within delegated authority or, where appropriate, submits such requests for consideration of the DMS.
•Manages administrative staff of the department and prepares performance reports and medium-term plans for staff.
•Performs any other duties as assigned by the Director.

Competencies

Professionalism:
Proven conceptual analytical and evaluative skills. Knowledge of financial and budgetary principles and practices, budget development and financial administration of resources. Ability to identify issues, formulate options and make conclusions and recommendations. A complete in-depth grasp of financial principles and practices is required. Ability to provide specialized advice in a broad range of human resources management, financial, administrative areas to the Director and managers. Ability to apply UN rules, regulations, policies and guidelines in work situations and prepare reports or rational with respect to key administrative decisions. 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.

Communication:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

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.

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 the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting, engineering, 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 ten years of progressively responsible experience overseeing a combination of at least four of the following areas of administration: legal affairs, policy and planning, procurement, budget, finance, real estate management, or human resources management, five years of which at the international level, preferably in the United Nations or other international organization. Experience in drafting high-level reports, notes verbale to governmental authorities, code cables, administrative directives or instructions, as well as in representing the Office in the highest fora of inter-governmental bodies and policy-making organs is required. Demonstrated ability to develop Financial Agreements is required. Demonstrated experience in drafting MOUs or Letters of Agreement with Agencies, Funds and Programmes and other related entities and service providers is required. Ability to determine whether Specialised Expenditure proposals are in compliance is required. Experience in programme / project management and in the use of financial modules of SAP or other similar ERPs is desirable. Experience in working in the international public sector and with people from various cultures and professions is also desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required.

Assessment

Evaluation of qualified candidates may include informal discussion.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. 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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

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.

Sorry, this job opening is no longer available.
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