Responsibilities
Human Resources Management:
Coordinates various actions related to the
administration of the unit’s human resource activities, e.g., recruitment,
placement, promotion, relocation, performance appraisal, job classification
reviews, separation of staff members, training etc., ensuring consistency in
the application of UN rules and procedures.
Liaises with central administration /executive
services as required. Oversees the maintenance of vacancy announcement
files and keeps track of status of vacancy announcements.
Advises staff on visa matters.
Provides advice and answers general queries on
classification procedures and processes.
Provides information and advice to staff/consultants
with respect to conditions of service, duties and responsibilities, and
privileges and entitlements under the Staff Rules and Regulations.
Monitors Umoja staffing tables for a variety of human
resource activities, e.g., appointments, retirement, expiration of
appointments, reassignments, transfer and movement of staff.
Budget And Finance
Collects data from relevant databases and prepares
customized financial reports.
Provides assistance in the review, and preparation of
the medium-term plan and its revisions.
Reviews, analyses and assists in the finalization of
cost estimates and budget proposals, in terms of staff and non-staff
requirements from departments/offices at headquarters and in the field,
including programmatic aspects; ensures compliance with the medium-term plan
and other legislative mandates.
Assists managers in the elaboration of resource
requirements for budget submissions.
Monitors budget implementation/expenditures and
recommends reallocation of funds as necessary.
Reviews requisitions for goods and services to ensure
(a) correct objects of expenditure have been charged, and (b) availability of
funds.
Monitors extrabudgetary resources, including review
of agreements and cost plans, ensuring compliance with regulations and rules
and established policies and procedures.
Assists in the preparation of budget performance
submissions.
Assists in finalization of budget performance
reports, analyzing variances between approved budgets and actual expenditures.
General Administration
Provides guidance, training and daily supervision to
other general service staff in the area of responsibility.
Provides assistance in drafting of host country
agreements, budget agreements, or contributions for grants or other activities
as appropriate.
Identifies and resolves diverse issues/problems as
they arise, and determines appropriate actions.
Coordinates extensively with service units and
liaises frequently with internal team members both at Headquarters and in the
field.
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, organize and coordinate seminars, conferences and
translations).
Assists with the collection and analysis of data as
well as preparation of data presentations and reports for information sharing,
responding to queries, knowledge management, planning and decision making.
Assists with visualizations and updating information material such as web
pages or brochures.
Contract Administration
Prepares and processes all UN forms and permissions
for contractual and work unit, section or service staff, including UN grounds
passes, property passes, UN parking permits, swipe-card access and door keys.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions,
e.g., travel management, budget/work programme, human resources, database
management, etc. Ability to apply knowledge of various United Nations
administrative, financial and human resources rules and regulations in work
situations. Ability to perform analysis, modeling and interpretation of data in
support of decision-making. 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. Commitment to implementing the goal of gender equality by
ensuring the equal participation and full involvement of women and men in all
aspects of work.
COMMUNICATION:
Speaks and writes clearly and effectively; listens to others, correctly
interprets messages from others and responds appropriately; asks questions to
clarify, and exhibits interest in having two-way communication; tailors
language, tone, style and format to match audience; demonstrates openness in
sharing information and keeping people informed.
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
High school diploma or equivalent is required.
Job – Specific Qualification
Supplemental training in administrative services,
finance, accounting, audit, human resources or related area is required.
Work Experience
A minimum of ten (10) years of progressively
responsible experience in administrative services, finance, accounting, audit,
human resources or related area is required.
The minimum number of years of relevant experience is
reduced by two (2) years for candidates who possess a first-level university
degree.
Working experience in Enterprise Resource Planning
(ERP) system is required.
Experience supporting a senior official in in
administrative servicing of conferences or high-level meetings, including
scheduling and travel arrangements is required.
Working experience in computer applications, mainly
spreadsheets is desirable.
Experience working in a Front Office and
supporting senior level managers in an international organization is desirable.
Experience within the United Nations system or
similar international organization is desirable.
One (1) year or more of experience in data analytics
or related area is desirable.
How To Apply
