Job Opening

Posting Title: Operations Officer, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Office on Drugs and Crime
Duty Station: BOGOTA
Posting Period: 21 June 2021 - 20 July 2021
Job Opening Number: 21-Administration-UNODC-156841-R-Bogota (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 Bogota, in the UNODC Country Office in Colombia (COCOL). The Operations Officer will report to the Representative of COCOL. The incumbent will act as coordinator of COCOL operations which includes strategic financial and human resources management, missions planning, information and communication technologies (ICT) and common services coordination, to be performed in line with UNODC rules and regulations. The Operations Officer will guide and supervise the Country Office (CO) Operations Team and foster collaboration within the team, with Core Project Teams and with other UN Agencies.

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

Responsibilities

The Operations Officer will be responsible for the following specific duties:

Strategic direction of operations:
•Ensure compliance of operations with UN/UNODC rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievements of results.
•Establish sound procedures, practices, standards and tools that are consistent with UN policy and practice in order to ensure proper budget, accounting, financial, property and human resources management and control.
•Ensure knowledge sharing of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice, and organization of the operations staff trainings.
•Provide constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment.
•Ensure efficient management of the Monitoring and Compliance function based on internal UNODC COCOL balance score cards to be developed.

Financial resources management:
•Establish and maintain a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.
•Monitor and control budgetary allocations through regular reviews; draft routine and ad hoc outputs; and provide effective monitoring reports and data. Identify deviations from plans and propose corrective measures.
•Act as Approving Officer. Ensure proper cash management, timely accounting and reconciliation of all transactions. Monitor financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Act as a member of bank signatory panel.

Human resources management:
•Supervise the Human Resources unit to ensure staffing of the office and projects in compliance with human resources policies and strategies. Monitor recruitment processes in accordance with UNODC/UNDP rules and regulations, the appropriate use of different contractual modalities and contracts management; support performance management of staff with supervisory functions, and encourage staff development.

Administration
•Monitor support services, including procurement of supplies and services, transport, travel, communications, and information technology support and provision of local utilities and service requirements.
•Implement strategic approach for implementation of common services in line with the latest developments in common services and best practices.
•Supervise smooth administration of travel unit consistent with UNODC rules and regulations. Act as Travel Claim certifier.
•Ensure that a secure reliable infrastructure environment for information and communication technologies (ICT) is maintained as well as an adequate plan for business continuity in case of disasters and for recoveries is available.

Partnerships:
•Ensure functional relationships with the UN Operations Team, ensure efficiency and follow up for all transactions and services executed by UNODC and UNDP. Represent UNODC at Operations Management Team (OMT) meetings and participate in UN common services coordination machinery.

Risk Management:
•Maintain and update the Country Office’s risk log, taking into account the evolving security situation in the country, and propose adequate actions/amendments. Oversee the business continuity plan for the Office and the Core Project Teams, to safeguard continuity of operations, safety and security of staff and safeguarding of assets. Regularly test the functioning of the business continuity plan.

•Perform other work-related duties and/or assignments as required.

Competencies

•Professionalism: Has good knowledge of administrative, budgetary, financial, asset and human resources management policies, practices and procedures including information and communication technology needs. Has knowledge of the mandates of UNODC. Is able to recommend new and improved methods and systems for accomplishing work assignments and to keep abreast of new developments in the assigned area of work. Is able to apply various United Nations administrative rules and regulations in work situations. Has conceptual analytical and evaluative skills and is able to identify issues, formulate opinions, make conclusions and recommendations. Demonstrates comprehensive knowledge of information technology and its application in work assignments. Is able to look for ways to continuously enhance financial performance in the office. Is able to perform appropriate work analysis and to assist in redesign, where necessary, to establish clear standards for implementation. Shows pride in work and in achievements; demonstrates professional competency 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.
•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs which one has responsibility within prescribed time, cost and equality 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 shortcoming and those of the work unit, where applicable.
•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 partnership 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 clients.

Managerial Competencies:
•Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.
•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.

Education

An advanced university degree (Master’s degree or equivalent) in public or business administration, accounting, finance, economics or other relevant 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 seven years of progressively responsible professional experience at the national or international level in providing management advisory services and/or managing staff and operational systems including administration, finance, accounting, and / or procurement or human resources management is required.
Relevant experience in establishing inter-relationship among international organization and national governments is required.
Experience in advanced use of office software packages, handling of web based management systems and ERP systems is required.
Experience in accrual accounting, IPSAS or IFRS is highly desirable.
Solid experience in SAP based applications (such as Umoja) is desirable.
Working experience with the United Nations or another similar international organization is desirable.
Experience in international project logistics, contract management, administration is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by 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 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 is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Bogota is classified as an A and 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.

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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