Job Opening

Posting Title: ADMINISTRATIVE AND BUDGET OFFICER, P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Office on Drugs and Crime
Duty Station: VIENNA
Posting Period: 28 July 2020 - 26 August 2020
Job Opening Number: 20-Administration-UNODC-138665-R-Vienna (E)
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 Sustainable Livelihoods Unit (SLU), Drug Prevention and Health Branch (DHB), Division for Operations (DO) at the United Nations Office on Drugs and Crime (UNODC) in Vienna, Austria. The Administrative and Budget Officer will work under the direct supervision of the Programme Officer (Livelihoods and Environmental Crime) of SLU and the overall guidance of the Chief of SLU. The work will be carried out within the framework of the projects “Global Programme for Combating Wildlife and Forest Crime” and “Global Programme on Alternative Development and Sustainable Livelihoods”.

For more information on UNODC, please visit our website: www.unodc.org

Responsibilities

Within delegated authority, the incumbent will be responsible for the following specific duties:

Budget and Finance

· Track, monitor and verify project expenditures incurred under SLU projects, including in the field offices. Ensure timely review of budget releases for the projects as well as the monitoring of available cash in the projects.

· Review, analyze and finalize budgets for project proposals as well as project and budget revisions in line with UNODC and donor requirements, and provide guidance on financial administration and management information issues and practices to colleagues.

· Prepare and submit relevant requests for delivery and payment of contractual and procurement services, including UNODC implementing partners, and ensure tracking and monitoring of all relevant expenditures and subsequent recording of expenditures in Umoja in line with donor requirements and implementing partner agreements.

· Monitor and advise SLU programme officers/coordinators on the financial status of project/programme expenditures and budgets, status of implementation, utilization of funds, contribution pending cash deposition, contribution available for budget release/expenses, validity of contribution, and other Umoja-related trouble-shooting.

· Prepare and consolidate SLU’s overall regular budget and programme budget, analyze and monitor budget implementation, and prepare regular update reports for the Chief.

· Contribute to the preparation and submission of substantive and financial reports (semi-annual and annual project progress reports, and ad hoc reports to donors).

· Act as Certifying Officer to ensure that proposed obligations and expenditures are in accordance with approved budgets and established regulations and rules, and coordinate and monitor the SLU commitments, including travel, purchase orders, and other commitments.

Human Resources

· Effectively coordinate actions relative to the administration of human resource activities for the Sustainable Livelihoods Unit projects and programmes, e.g. recruitment of staff, engagement and payment of individual contractors and consultants, including preparing terms of reference.

· Provide project development assistance to cost and plan human resource needs, including personnel recruitment plans as well as onboarding and separation processes. Collaborate with HR Focal Points and develop monitoring tools to ensure compliance of mandatory training, e-PAS cycles, and other staff obligations.

General Management and Administration

· Develop, coordinate and monitor the implementation of programme workplans, budgets, project structures and activities according to approved project document/revisions, valid Contribution Agreements with the European Union (EU) and other donor funding agreements, UN policies and financial rules and regulations, and costed work plans; identify bottlenecks and take/propose corrective action in consultation with senior management.

· Manage the development of relevant annual/quarterly plans, such as procurement plans, staff development plans, quarterly recruitment plans, quarterly leave plans, quarterly official mission plans, etc.

· Certify travel authorizations, ensuring appropriate justification, costing and approvals are in place. Verify travel claims submitted for settlement and track outstanding payments.

· Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents.

· Perform other duties and/or assignments as required.

Competencies

· Professionalism: Has knowledge of administrative, budgetary, financial and human resources policies and procedures. Is able to apply various United Nations administrative rules and regulations in work situations. Has some knowledge of the mandates of UNODC. Has conceptual analytical and evaluative skills to conduct independent research and analysis. Is able to identify issues, formulate opinions, make conclusions and recommendations. 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 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.

· Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

An advanced university degree (Master’s degree or equivalent) in business or public administration, management, finance, international relations, or a related field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible professional work experience in finance and administration, project administration or related area, including at least two (2) years at the international level, is required.
Experience with the United Nations or similar international organization administrative and financial rules and regulations is required.
Working experience with SAP based ERP applications is required.
Work experience in recruitment and engagement of expert consultants/contractors is required.
Working experience in developing countries is desirable.
Experience in working with European Union (EU) funding is desirable.
Experience in project management and/or technical cooperation in the area of crime prevention or organized crime is desirable.
Work experience in developing and implementing programme evaluation(s) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French or Spanish is desirable. Knowledge of other UN languages is an asset.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the 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.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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

Vienna is classified an H and a family duty station.

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.

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