Job Opening

Posting Title: SENIOR ADMINISTRATIVE OFFICER (PROGRAMME MANAGER), P5
Job Code Title: SENIOR ADMINISTRATIVE OFFICER
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 11 September 2020 - 25 October 2020
Job Opening Number: 20-Administration-UNOG-140939-R-Geneva (X)
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 Strategic Heritage Plan (SHP) project at the United Nations Office at Geneva. The Senior Administrative Officer reports to the Project Director.

Responsibilities

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

Policy and Planning
•Assists the senior management of the SHP project team in the development and implementation of an administrative and financial management framework for the project.
•Advises senior management 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 SHP management, 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 senior management in such areas as project implementation, audits, special reviews of operational objectives and related administrative policies/procedures, etc.
•Coordinates the valorisation, donation management and other activities related to securing alternative sources of income for funding the SHP project.
•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.
•Takes the lead in coordinating all necessary recruitment and training activities for the SHP team.

Budget and Finance
•Coordinates the planning, monitoring and presents the resource plans related to the SHP 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, , establishmentand maintanaince 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.
•Coordinates with the financial officer to the Project, providing guidance and direction on business and human resource planning. Formulates strategic direction and evaluates strategic options, particularly in terms of donations and valorisation and extra budgetary funding and related resource implications. Assumes the lead role in monitoring and supporting the execution of these strategies to achieve maximum impact. Ensures all actions are in compliance with UMOJA (SAP) operational procedures
•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 Budget Questions, the General Assembly and other policy-making organs, as appropriate.

General Administration
•Plans, organises and implements support services to ensure the successful implementation of the SHP project.
•Performs programme / project management tasks as necessary, including change and contingency management, answering audit observations and requests.
•Manages the Project Director’s office, supervises a team of administrative, finance, and communications staff, and prepares performance reports and medium-term plans for staff.
•Assists the Chief of Programme Management Support (PMS) in procurement, change management, contingency management, contracting strategy, valorisation, donation management, contracts management and other tasks necessary for the SHP project as appropriate.
•Deputises for the Project Director on occasions.

Competencies

Professionalism:
Proven conceptual analytical and evaluative skills. Knowledge of financial and budgetary principles and practices, budget development and financial administration of resources. Comprehensive understanding of procurement process and related policies and procedures. 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 Head of Department/Office 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. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
•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 is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Prince 2 (Foundation) certificate is desirable.

Work Experience

A minimum of ten years of progressively responsible experience in a combination of at least four of the following areas is required: administration, policy and planning, contract management, budget, finance, real estate management, human resources management.
Experience in drafting project related documents in English, including inter-office memoranda, official letters and high level reports to funding bodies is required.
Experience in testifying to governing bodies in the context of financial and programme budget reports is desirable.
Experience in programme / project management and in the use of financial modules of SAP or other similar ERPs preferably in the context of a construction/renovation project is desirable.
At least two years of international experience preferably in the United Nations or other international organization is desirable.
Experience in working in the international public sector and with people from various cultures and professions is desirable.

Languages

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

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 the availability of the funds.

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.

Staff members of the United Nations Secretariat must fulfill the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover note.

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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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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