Job Opening

Posting Title: Chief, Centralized Management Unit, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Interregional Crime and Justice Research Institute
Duty Station: TURIN
Posting Period: 11 October 2021 - 09 November 2021
Job Opening Number: 21-Administration-UNICRI-164830-R-Turin (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Centralized Management Unit (CMU) of the United Nations Interregional Crime and Justice Research Institute (UNICRI) in Turin (Italy). The incumbent will work under the direct supervision of the Director of UNICRI and in close collaboration with the Division for Management (DM) of the United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC).

For more information on UNICRI, please visit our website: www.unicri.it.

Responsibilities

Within delegated authority, the Chief, Centralized Management Unit (CMU), will support the Director in organizing, directing and administering UNICRI, including the full spectrum of activities assigned to UNICRI related to human resources, programme budgeting, purchasing, IT and related communications, finance activities, and safety and security. The incumbent will serve as the point of contact (POC) for SAP/Umoja, change initiatives, delegation of authority, audit, business continuity, security, administrative functions as well as management coordination issues. In particular, the Chief, Centralized Management Unit, will be responsible for the following duties:

General Administration:
• Provide policy guidance to the Director of UNICRI on conceptual strategy development and management of the implementation of overall strategies, policies and procedures. Provide advice and support to senior and programme management on operational aspects and implications of programme implementation, project budgeting, review of project documents, proposals, audit, monitoring and evaluation, clearance of legal instruments and project agreements, special reviews of operational objectives and related administrative policies/procedures as applicable. Provide advice to the Director on all issues related to the CMU. Manage, supervise and coordinate the work carried out by the staff of CMU. Serve as the focal point for all administration tasks related to human resources, budget, finance, IT, procurement, UMOJA, and Safety and Security. The incumbent will be responsible for the management of support services for the UNICRI programme portfolio (multimillion USD per year) implemented at UNICRI Headquarters and in several offices in various assigned regions, and work in close coordination with UNOV and the respective UNDP office, for ongoing monitoring of expenditure and staff management. Provide advice on implementation of gender mainstreaming and inclusivity guidelines by assessing the implications for all personnel of any planned action, including legislation, policies or programmes, in all areas and at all levels. Produce and review as may be required, standard operating procedures (SOPs).
• Participate in the Security Management Team (SMT) for Italy meetings, and ensure that UNICRI complies with the issuances of the host government within the context of security framework and COVID-19 emergency. Implement response strategy in coordination with the Turin campus entities, as well as UNOV/UNODC and UNHQ.

Human Resource Management :
• Initiate and coordinate actions related to the administration of human resources activities, including vacancies, recruitment, job classification reviews, retirement, separation of staff members, performance appraisal, learning strategy, workforce planning, wellbeing and mental health support planning, and ensuring consistency in the application of UN rules and procedures. Define conditions of service, roles and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. Ensure that all actions are in compliance with INSPIRA and SAP (UMOJA) operational procedures for recruitment, mobility, and career development, gender equality and staff-management relations.
• Advise senior management on human resources issues and practices, and with regards to the administration of justice, formal and informal conflict resolution.

Budget and Finance:
• Coordinate and liaise with UNOV, Board of Trustees, and the Programme Units in preparation and implementation of a results based budget to ensure compatibility with programme priorities and objectives, taking into account the most effective use of resources and all UN Rules.
• Provide advice to the Director on all budgetary policy issues, coordinate and consolidate Special Purpose Budget submissions from the Programme Units and prepare General Purpose Budget for onward transmission to the Director of UNICRI, Financial Resources Management Service (FRMS) of UNOV and presentation to the Board of Trustees for approval. Take the lead with respect to the preparation and implementation of the programme budget by ensuring that financial resources are utilised to implement activities in accordance with the programme budget and allotments issued.
• Monitor planning and implementing allotments and expenditures in cooperation with the Programme Units to ensure that they remain within authorised levels. Provide effective monitoring reports and data. Identify deviations from plans and propose corrective measures. Establish and maintain a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice, to ensure proper accounting, financial management and control, and purchasing. Ensure adherence to policies and procedures through participation in regular meetings with senior staff. Provide expert guidance and leadership to more junior staff.
• Serve as focal point for responses by UNICRI to audit reports, observations and recommendations from the Office of Internal Oversight Services (OIOS) and the UN Board of Auditors (BOA), as well as questions raised by UNOV and Board of Trustees when required. Manage and supervise work related to procurement, 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.

Information Technology (IT) and Physical Space
• Oversee the identification of office technology and communication needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. Review adequacy of unit space requirements and seek to optimize resources.

Change management, Business Process Improvement, Delegation of Authority, and Special Projects
• Coordinate and liaise with counterparts in the Business and Transformation and Accountability Division (BTAD) in the Department of Management, Strategy, Policy and Compliance (DMSPC) and the Department of Operational Support (DOS) in initiating and implementing business process improvement projects.
• Implement Delegation of Authority framework for UNICRI; report on its implementation, maintain records of exceptions.
• Coordinate UNICRI’s participation in preparing UNICRI’s submissions regarding the Annual issuance of an UN-wide Statement of Internal Control (SIC), including self-assessment checklists, improvement plans and any other contributions that may be required.
• Serve as a focal point for Enterprise Risk Management initiative.
• In coordination with the Director, prepare, review and update UNICRI’s Risk Register and Risk Treatment Plan.
• Prepare and update UNICRI’s Business Continuity Plan, and act as a focal point for the Sustainability and Resilience Management Unit, UNHQ.

• Perform other work-related duties as required.

Competencies

Professionalism:
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.


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.


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.


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


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 business or public administration, finance, economics, human resource management or related areas 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 in general administration as well as budget and finance, combined, is required.

Demonstrated solid experience in human resources management is required.

Demonstrated solid experience in budget preparation and implementation is required.

Demonstrated solid experience in support services is required.

Two years of experience at the international level in a supervisory capacity is required.

Working experience with Enterprise Resource Planning (ERP) systems is required.

Working experience in the United Nations system or a similar international organization is desirable.

Experience in organizational resilience management, including business continuity, crisis management, safety and security of personnel is desirable.

Experience in UN inter-agency collaboration 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 another official United Nations language is an advantage.

Assessment

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

Special Notice

This position is funded from extra-budgetary resources. The initial appointment will be for a period of one year and will be limited to service with UNICRI. Any extension of the appointment is subject to extension of the mandate and/or the availability of funds. In view of the nature of the funding of the present position, should a UN Secretariat staff member apply and be selected for this position with the Institute, such a selection will be implemented on a temporary basis.

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.

Turin is classified in the H category (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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