Administrative Officer Job at UN-Habitat

Responsibilities

Within delegated authority the Administrative Officer will be reporting to the Director, Management & Operations Division and will be responsible for the following duties

Human Resource Management

• Effectively coordinates actions relative to the administration of 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.
• Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance

• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan.
• Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.
• Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.

General Administration

• Oversees 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.
• Reviews adequacy of departmental space requirements.
• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• Takes the lead in the improvement of business processes and operating model of UN-Habitat in line with the deployment of an ERP.
• Preparation of various Management reports from BI and ECC.
• Performs other related work as required.

Competencies

• Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures; Knowledge of roles, responsibilities and end to end processes in the context of an ERP system. Knowledge of streamlining processes; 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.
• 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.

Education

• Advanced university degree (Master’s degree or equivalent) in business or public administration, economics, or related area is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• Certification in Business Intelligence is required and Certification in SAP Security Overview would be highly desirable.

Work Experience

• A minimum of five years of progressively responsible experience in administration, finance, human resources management or related field is required. Experience with the deployment of an ERP system in an international organization is required.
• Experience reviewing current work processes and developing/implementing new methods and procedures to promote efficiency is required/highly desirable

Languages

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised fluency in oral and written English is required.
• Knowledge of another UN language would be an advantage.