Job Opening

Posting Title: ADMINISTRATIVE OFFICER, P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 17 April 2020 - 31 May 2020
Job Opening Number: 20-Administration-UNOG-131276-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The post is located in the Operations Support Unit (OSU), Central Support Services (CSS), Division of Administration, at the United Nations Office at Geneva (UNOG). The Administrative Officer reports to the Chief of the Operations Support Unit.

Responsibilities

Under the general supervision of the Chief of the Operations Support Unit, the incumbent will be responsible for the following duties:

1. Insurance Policies Management and Property Management
•Effectively coordinates actions relative to the administration of UNOG insurance contracts and projects including insurance policies malicious acts, liability, property, fleet, visitors, covering UNOG and other Geneva based agencies;
•Serves as Contract Manager for UNOG's insurance contracts ensuring the successful execution of the contract and achieves ongoing best value for money both during and after the tender process.
•Carries out research and prepares briefings on current and new projects in the insurance field, risk assessment and cost analysis;
•Is responsible for the preparation, and assists the Chief in negotiating new insurance contracts or renewals, as may be the case;
•Supports the Chief of the section in formulating policy in commercial insurance and general liability protection areas by drafting or participating in the drafting of policy, administrative issuance and other documents or communications as required
•Prepares terms of reference and necessary documents for call for tender from insurance companies;
•In coordination with the Procurement and Contracts Unit office, conducts negotiations to obtain the best benefits and insurance coverage for UNOG and its staff members and reduce risks to the minimum possible.
•Identifies and anticipates needs, monitors industry trends, reviews and analyses the market, evaluates new products and provides insurance schemes which are the best suited to the United Nations system.
•Organizes meetings with the Insurance broker and relevant partners to ensure a high level of benefits and services.
•Supports the strategic property management functions.
•In close liaison with the Finance/Budget section at UNOG and with the Fixed Asset Management Officer and Property Management Services at Headquarters in New York, contributes to and implements management of fixed assets policies and framework, including development of UNOG-specific guidelines.
•Ensures proper systems are in place for the accurate tracking of existing fixed assets and manages the outsourced periodic physical verification review process.
•Coordinates with property appraisal focal points to ensure that property values are complete and accurate.

2.General Administration
•Oversees work related to UNOG insurance policies, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
•Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
•Provides guidance and advice to UNOG client offices in terms of insurance matters or claims.

3. Budget and Finance
•In coordination with Finance/Budget section at UNOG, ensures financial resources are planned and utilised to implement activities in accordance with the programme budget and allotments issued
•Processes insurance claims ensuring proper documentation and reporting;
•Monitors and reviews the work programme and budget associated with Insurance/fixed asset matters by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.
•Defines requirements and work with systems units with respect to improving insurance/fixed asset related budget reporting systems and cost effective utilization of program resources.
•Develops procedures and implements same to ensure that accounting and financial management controls related to insurance/fixed asset matters are consistent with UN policy and practice.
•Certifies all payments in accordance with the terms of the contract. Oversees billing and receipt of income from various units and the work reported in CSS dashboard related to procurement, travel , property management and logistics work programme and acts as knowledge expert on Enterprise Resource Planning (ERP) system SAP fixed asset module.
•Provides guidance in relation to IPSAS accounting and makes appropriate recommendations to finance and/or management for changes in accounting policy.
•Respond to internal/external audit queries and address audit observations.

4. Human Resources Management
• Evaluates candidates and participates in interviews for job openings in the Unit. Manages, guides, develops and trains staff under his/her supervision.

Competencies

Professionalism
-Ability to apply various United Nations administrative rules and regulations in work situations.
-Conceptual analytical and evaluative 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 competences 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

Education

Advanced university degree (Master's degree or equivalent degree) in business or public administration, finance, commerce, engineering, accounting, law or related area. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
- Certification in property/real estate management is desirable.
- Qualification as a Certified Public Accountant (CPA), Chartered Accountant is an asset or equivalent is desirable.
- A certificate/training in insurance/risk management/contract management or other relevant fields is also desirable.

Work Experience

A minimum of five years of progressively responsible experience in administration, contract management, procurement, finance, accounting, human resources management or related area is required.
Experience in the field of insurance, property management or fixed assets accounting is desirable.
At least one (1) year of experience in the UN common system is desirable.
Experience using IPSAS, SAP and UN financial rules and regulations is desirable.
A financial audit experience is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

Extension of the appointment is subject to extension of the mandate and/or availability of the funds.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

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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