Job Opening

Posting Title: ADMINISTRATIVE OFFICER (SERVICE LINE MANAGER), P4 (Temporary Job Opening)
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: Regional Service Centre at Entebbe
Duty Station: ENTEBBE
Posting Period: 08 June 2018 - 14 June 2018
Job Opening Number: 18-Administration-RSCE-98813-J-Entebbe (M)
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 Regional Service Centre at Entebbe (RSCE). The Administrative Officer reports directly to the Service Delivery Manager. The incumbent will serve as a Service Line Manager within the RSCE.

The principal business mode of the RSCE is the Service Delivery Model, which uses a Service Line approach. The Service Line approach serves to offer improved client support using:
- A process-based approach, better suited for high volume transactions (as at the RSCE)
- Standardized service delivery with equivalent outcomes for all client populations
- Continuous focus on improving the overall performance of the process
It emphasizes client service delivery, demonstrated mainly by faster processing times for better quality transactions, and also serves to strengthen accountabilities by:
- Clearly defining service delivery expectations, which are linked to the roles and responsibilities established within the service level agreements agreed with client missions.
- Increased ownership of end-to-end processes and KPIs
- Better contribution to achievement of the Global Service Delivery Model (GSDM) objectives.

Responsibilities

•Initiate and conduct studies to improve budget reporting systems and cost-effective utilization; Monitor and control budgetary allocations through regular reviews; provide effective monitoring over 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 in order to ensure proper resources management and control; Subject matter expert in producing cost estimates / developing budget proposal both for planned and ah hoc activities/requirements, Identify reporting requirements for the performance targets, including KPIs and efficiency gain initiatives; Take a lead in developing surveys, including reviewing, analyzing and/or interpretation of responses and subsequently produces relevant reports, conclusions and/or recommendations Supervise and/or lead Reporting, Business Analyses and Client Support Team in its day to day activities, including technical and administrative support services team (drivers, training, etc)
•Responsible for operational coordination for all HR and Finance activities relative to the support services rendered to the client missions; Ensure full compliance (incld dissemination of new) with all instructions and policies, and ensure all office/operations elements operate in full compliance with the existing rules and regulations; Review and endorse work instructions and SOPs and ensure all processes and procedures are in place or introduced and are leading to optimization and efficiency of the support services rendered to the client missions; Represent in regular and ad hoc operational meetings with the client missions management.
. Certifying Officer for a number of client missions and Bank Signatory for two largest SPMs
•Manage all project management initiatives including developing, implementing and evaluating projects across the project life cycle. Review relevant documents and reports, maintain issues log that identifies and tracks the status of issues, recommend corrective actions as necessary and communicate with all stakeholders regarding project status; Take lead and monitor all activities and issues relative to quality management, benefits management and risk management strategies. Develop and implement client orientation strategy and ensure continued efforts to promote the subject UN competency.
. Supervise a team and/or provide advice to others on general administration, financial administration and management issues and practices; Reviews of offices/departmental space requirements, operational travel programme, adequacy of the space requirements and technology requirements of the Service Line;
•Develop & execute a change management strategy, including developing stakeholder management methodologies, change impact validation and measurement approaches to stabilize the operations. Lead & maintain oversight over all activities and issues relative to implementation of the identified change management initiatives and evaluate change readiness and impact assessments. Undertake planning and corrective actions to ensure workforce preparedness and trainings. Maintain accurate and reliable performance management baselines. Focal point for the change management and related activities, including participation in relevant GFSS change management activities as necessary

Competencies

Professionalism:
- Knowledge of administrative, budgetary, financial or human resources policies and procedures. Demonstrated in-depth technical knowledge of all aspects of administration with proven analytical skills.
- Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis.
- Ability 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 & 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

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

Education

Advanced university degree (Master’s degree or equivalent degree) in Business Administration, Human Resources Management, Financial Management, Accounting or related field. A first-level university degree, in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administration, finance, accounting, auditing, human resources management, project/programme management or related fields. Field experience and experience working within a Shared Service Center is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in spoken and written English is required.

Assessment

Evaluation of qualified candidates may include an informal interview.

Special Notice

• This position is temporarily available for 6 months with possibility of extension, and based on extension of the RSCE mandate. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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, 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 or violations of international human rights law and international humanitarian law.

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 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 the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 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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