Associate Administrative Officer at United Nations Office for the Coordination of Humanitarian Affairs

Responsibilities

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

SURGE

• Travels to provide surge and support on administrative functions to country operations in Southern and Eastern Africa, as requested, including to facilitate human resources management, budget and finance, procurement and general administration tasks.

HUMAN RESOURCES MANAGEMENT:

• Undertakes actions related to the administration of the office’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Provides information on office’s staffing needs for inclusion in department's staffing table.

BUDGET AND FINANCE:

• Assists in developing the office’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
• Monitors budget/work program with respect to Headquarters' budget, trust funds and grants, on a regular basis, and reallocates resources as necessary.
• Supports the implementation of procedures and systems for implementing the appropriate financial database.
• Contributes to the development of budgetary guidelines for own unit.

PROCUREMENT:

• Assists in the procurement process for assigned activities.

GENERAL ADMINISTRATION:

• Supervises and/or prepares Umoja travel authorizations, travel requests, expense reports, ensuring appropriate justification, costing and approvals are in place. Verifies travel claims submitted for settlement and track outstanding payments.
• Verifies staff travel movements in Umoja attendance time management.
• Supervises support staff as required.
• Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).
• Drafts or directs the drafting of personnel-related correspondence.
• Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).

Competencies

• PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. 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.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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.

Education

• An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law, or related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
• A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Work Experience

• A minimum of two (2) years of progressively responsible experience in administration, finance, human resources management, or the successful completion of the Young Professionals Programme Examination (YPP)/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P) is required.
• Experience working on administration in support of humanitarian operations/action is required.
• Experience in the field (actual setting where a mission and/or project is being implemented) in emergency situations (complex emergency or natural disaster) is required.
• Experience in a humanitarian context in the UN Common System or other comparable international organization is desirable.

Languages

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