Administrative Officer at United Nations

Responsibilities

• Under the guidance of the Director, Office for Operations and Corporate Services and supervision of the Chief, Resources Management, and within delegated authority, the incumbent will be responsible for the following duties:
• Budget and Finance: Initiate and conduct studies to improve budget reporting systems and cost-effective utilization of program resources.
• Monitor and control budgetary allocations through regular reviews; draft routine and ad hoc outputs; and 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 in order to ensure proper accounting, financial management and control.
• General Administration. Oversee overall UNEP procurement and travel while acting as advisor to Director OfO and as a corporate focal point for Umoja supply chain and for travel (including Umoja related roles).
• Provide policy support to Director OfO on archives and record keeping. Supervise a staff team and/or provide advice to others on general administrative matters such as financial administration and management information issues and practices to colleagues.
• Act as secretary to the UNEP Partnership
• Committee, keeping records and organizing meetings and ascertaining due diligence for new partnership requests. Act as UNEP focal point for Nairobi common services.
• Act as corporate focal point for business continuity and enterprise risk management Implement and monitor support services, including procurement of supplies and services; transport, travel and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements.
• Produce major/complex reports for management.
• Provide expert guidance and leadership to more junior staff. Perform other related duties as required, such as, reviews of offices and departments at headquarters/outposted offices, operational travel program, adequacy of departmental space requirements, and technology requirements.
• Human Resource Management: Support HR resource management. Represent the Department/Unit at Departmental Panels and appointment bodies.
• Review post incumbency reports for purposes of vacancy management and staffing table control.
  Perform other related work as required.

Competencies

• Professionalism: Proven ability to provide guidance and advice in development and implementation of programmes and policies covering a broad range of issues. 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.
• Planning & Organizing: Demonstrated planning and organizational skills and ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities. Ability to work under pressure, applying contingency measures to adjust plans and resources effectively.
• 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, information technology, finance, accounting, law or related area.
• A first-level university degree in combination with qualifying 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, procurement or related fields.
• Experience in working in an international organization is desirable.
• Experience in using Umoja Enterprise Resource Planning (ERP) system, particularly in the areas of procurement and travel is an asset.
• Experience with public and private sector partnerships are 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 is an advantage.
• Assessment
• Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.