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ASSOCIATE ADMINISTRATIVE OFFICER

Maputo | Beira | Pemba | Nairobi

  • Organization: UNHABITAT - United Nations Human Settlements Programme
  • Location: Maputo | Beira | Pemba | Nairobi
  • Grade: Junior level - NO-B, National Professional Officer - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2024-04-27

Org. Setting and Reporting
The United Nations Human Settlements Programme (UN-Habitat) is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The current portfolio of UN-Habitat activities in Africa is expanding and there is urgent need for strengthening the capacity at country level as part of Regional Office for Africa (ROAf). Since the beginning of 2022, the Mozambique Country Office has hired above 30 staff and its operations have substantially increased across the country. Its two main offices outside Maputo, in Beira and Pemba, have grown and consolidated. To respond to this growth, three more administration and financial staff have been hired, two in Beira, supporting the operations in the Central Region and one in Maputo, supporting overall processes across the Country Office, and operations in the Southern and Northern Regions. The team is now composed of five staff. However, as the complexity of the programme implementation has increased, financial and administrative operations need to be better structured and reinforced at the country level. The administrative and financial team needs to be consolidated across the country office and oversight functions better established to respond effectively to the demands of the Country Office and support a smooth implementation of the Mozambique UN-Habitat programme. To respond to those needs an Associate Administrative Officer for Mozambique Country Office will be recruited. The Associate Administrative Officer for the Mozambique Country Office will coordinate the Admin and Finance Team in the Mozambique Country Office; he/she will also coordinate the interaction and relationship with UNDP and the Nairobi Admin and Finance team ensuring good communication and collaborative relationships. The post is located at UN-Habitat Mozambique Country Office and incumbent will report to the Head of Office of UN-Habitat in Mozambique and simultaneously to the Administrative Officer assigned for the Mozambique programme in the Regional Office for Africa (ROAF) and based in Nairobi. The incumbent will be responsible for the following duties and responsibilities:
Responsibilities
BUDGET AND FINANCE: a) Supports with the design of projects’ budgets, in close collaboration with the Project Managers and the Country Office Management, and with the support of dedicated Programme Management Assistants (PMAs). In doing so, he/she provides quality assurance to project budgets to ensure that budgets are compliant with project needs, UN-Habitat's requirements and overall Country Programme sustainability. b) Supports project and programme budget planning and implementation ensuring that financial resources are planned for and utilized to implement activities in accordance with the programme/project budget and allotments issued and reallocates resources as necessary in coordination with project managers and, when appropriate, with the Administrative Officer in ROAF. c) In close collaboration with the Project Managers, monitors budget execution with respect to project overall budget and ensures that information for project budget monitoring is available to project managers – making sure that the financial authorization (FA) monitoring mechanisms established at country level are in place and used and that regular budget status is produced. d) Supports where necessary, the production by the Administrative Officer in ROAF of regular overviews of the Country Programme’s financial status to the Head of Office. e) Supports the Project Managers in the production of annual budgets review and planning, including annual financial staff and activities planning. f) Coordinates the production of project financial reports. g) Develops a budget for the country office operational needs and designs a cost sharing matrix from existing projects to ensure the funding of the country’s operational needs and monitors its use. h) Supports the implementation of procedures and systems for implementing the appropriate financial database. Contributes to the development of budgetary guidelines and SOPs for the Mozambique country programme. i) Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues in general and provides supervision for the Programme Management Assistants (PMAs). j) Trains the project managers on the various aspects of budgeting and financial reporting following the UN financial rules and regulations. k) Certifies commitments in UMOJA as per given Delegation of Authority (DOA). HUMAN RESOURCES MANAGEMENT: a) Effectively coordinates and oversees actions related to the administration of human resource activities such as, recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures. b) Ensures that all necessary procedures are followed so that all the staff members have appropriate contracts in time. c) Provides information on office’s staffing needs for inclusion in the country programme’s staffing table. d) Manages the staffing table ensuring all staff have been budgeted for appropriately for the projects they are implementing. GENERAL ADMINISTRATION: a) 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. b) Consolidates the programmes quarterly procurement plan. c) Reviews adequacy of office space requirements, equipment and furniture and ensures that office space, equipment and furniture are appropriate for all the offices in Mozambique. d) Ensures that there is regular follow-up with UNDP on payments, FA reconciliations and contracts. e) Verifies travel claims submitted for settlement and track outstanding payments. f) Ensures, in coordination with the Head of Office and the ROAF Administrative Office team, an appropriate distribution of tasks across the Administrative and Finance Team to guarantee a smooth functioning and an effective support of the programme’s operations. g) Ensures effective and collaborative relationships and mechanisms between Administrative and Finance team and processes and project delivery teams and operations to facilitate successful programme delivery. h) 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). i) Contributes to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. j) Documents requirements and background information used for data analysis.
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. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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 two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Job - Specific Qualification
Not available.
Work Experience
A minimum of two (2) years of progressively responsible experience in administration, finance or human resources management 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 with procurement of goods and services, and human resource administration is desirable. Experience with UN operational frameworks or other comparable international organizations is desirable. Experience in a humanitarian context in the UN Common System or other comparable international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Portuguese is required. Knowledge of another official United Nations language is desirable. NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This post is for an initial period of one (1) year. Extension of appointment is subject to satisfactory performance and availability of funds. THIS POSITION IS OPEN TO NATIONALS OF MOZAMBIQUE ONLY. National Professional Officer category shall be of the nationality of the country where this position is located and will be recruited in the country or within commuting distance of the office. If no suitable local candidate is identified, Mozambique nationals residing elsewhere may be considered, in which case the candidate would be responsible for any costs related to traveling and relocating to Mozambique in the event of an employment offer. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants : When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. " The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.
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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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