Job Opening

Posting Title: Senior Administrative Officer
Job Code Title: SENIOR ADMINISTRATIVE OFFICER
Department/Office: DEPARTMENT OF MANAGEMENT
Duty Station: NEW YORK
Posting Period: 16 May 2016 - 14 July 2016
Job Opening Number: 16-Administration-DM-59942-R-New York (G)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Special Notice

- 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.
- 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.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the top of the inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

Org. Setting and Reporting

This position is located in the Executive Office, Office of the Under-Secretary-General for Management. The incumbent reports to the Executive Officer, Department of Management.

Responsibilities

Within delegated authority, the Senior Administrative Officer will be responsible for the following duties:

POLICY AND PLANNING:

• Provides advice and support to the Executive Officer and senior management in areas such as interpretation and application of Staff Regulations and Rules, policies and procedures, reviews and provides advice on exceptions to the Staff Rules, policies and procedures.
• Coordinates administrative and personnel support services to ensure departmental requirements are met.
• Participates, on behalf of the Department, in task forces and working groups of the Secretariat on human resources and administrative matters, including the implementation of the information management system.
• Prepares comments in response to management evaluation requests, appeals and to reports of internal and external auditors and other oversight bodies.
• Advises senior management and Programme Managers on human resources, staff management relations, general administration and management information issues and practices.
• Produces major/complex reports for management.

HUMAN RESOURCES MANAGEMENT:
• Takes the lead in managing "Organizational Management (OM)" duties in Umoja for the Department.
• Takes the lead in coordinating the full range of staff and human resource administration-related issues, ensuring departmental requirements are met. This involves overseeing development and maintenance of staffing table records; interpretation and application of staff rules relating to human resource issues; preparation of staffing projects and other ad hoc status reports on those issues.
• Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the UN Staff Rules and Regulations.
• Identifies potential management reviews of high sensitivity and complexity. Defines problems to be addressed in management reviews; directs the work of review teams through all stages.
• Ensures all actions are in compliance with established procedures for recruitment, transfer, placement and separation of staff promotions 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.
• Reviews posts incumbency reports for purposes of vacancy management and staffing table control. Oversees work related to operational travel programme.
• Advises on workforce planning; identifies upcoming vacancies in coordination with client offices; acts as staffing table manager for job openings and staffing table manager/recruiter for temporary job openings and Internship job openings
• Monitors and ensures timely filling of posts in accordance with established policies and procedures.
• Coordinates actions and provides advice on matters related to performance management including ePerformance compliance and reporting.

BUDGET AND FINANCE:
• Certifies travel requests and claims in travel claim portal.
• Identifies deviations from plans and proposes corrective measures.
• Establishes and maintains 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.

GENERAL ADMINISTRATION:
• Plans, prioritises and coordinates the day-to-day work and supervises the work of Professional and General Service staff. Provides advice on human resources administration, financial administration and management information issues and practices.
• Keeps abreast of developments in the field of human resources, budgetary and financial management.
• Provides guidance and leadership to more junior staff.
• Assists the Executive Officer in any ad hoc projects as requested.

Competencies

• Professionalism: 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 rationale with respect to key administrative decisions. Ability to identify issues, analyze and formulate opinions, make conclusions and recommendations on complex human resources and administrative issues to advise senior officials and to defend administrative decisions. Ability to use an enterprise resource planning software for organizational management, travel and talent management. 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.

• 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.

• Leadership: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. 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.

• 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 management, human resources, finance, public administration or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of ten years of progressively responsible experience in administrative services, human resources management or related field is required. Experience in handling complex organizational issues and managing large staffing tables is required. Experience in implementing United Nations personnel and administrative policies and procedures is required. Experience in defending administrative decisions through a formal dispute resolution mechanism of a public international organization is required. Experience in using organizational management and travel modules of an ERP system is required. Experience in providing strategic human resources advice, particularly in relation to staff administration, is highly desirable. Experience in using e-staffing management tools such as Inspira and HR Insight is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of a second official UN language is an advantage.

Assessment

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

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). 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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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