Org. Setting and Reporting
This position is located in the United Nations Mission in South Sudan (UNMISS) field office in Malakal. Malakal is classified in the "E" category and as a non-family duty station. The Administrative Officer will report to the Chief, Operations and Resource Management.Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties in the field office:
-As the most senior representative of Mission Support, acts as adviser on management matters pertaining to human resources, budgeting, financial, logistical and general administration;
-As directed, develops, prepares and monitors work plans, strategies and assigned programme areas for the administrative activities of the Sector and assists in securing the required human and financial resources;
-In cooperation with other offices of the Mission, plans and forecasts the personnel, financial and logistical requirements of all Sector components;
-Supervise the smooth functioning of Asset Management, Communications and IT, Transport, Facilities Management, Air Operations, Medical/Welfare, Supply Chain and logistical management in all the offices in the Sector;
-Responsible for the daily management of outsourced contractor staff providing services in the areas of Generator maintenance and repair, minor engineering works, janitorial services;
-Certifies mission expenditure using delegation of authority granted by the UN Controller and reports on administrative, logistical and financial matters accordingly;
-Drafts guidelines, reports and correspondence on a wide range of issues for the Director of Mission Support (DMS) or Chief, Operations and Resource Management (CORMS) and ensures adherence to relevant UN rules, regulations and policies;
-Assists in the supervision of Air Safety matters in the Sector as well as coordination of Security operations in Responsibility;
-Supports the Office of the Director of Mission Support (DMS) in liaising with the Offices of the SRSG, DSRSGs and Chief of Staff, as well as Chiefs of Service and Sections on administrative issues/activities;
-Liaises with local authorities, UN Agencies Funds and Programmes (AFPs) and/or other parties on behalf of Mission Support;
-Represents the Mission Support Sections/Units at regular meetings with other UN AFPs as requested;
-Monitors implementation of Audit/Board of Inquiry recommendations;
-Reviews audit observations submitted and drafts appropriate responses in consultation with the DMS or CORMS;
-Receives bids on behalf of the Procurement Unit and for submission to the Procurement Unit;
-Drafts responses to correspondence required from the Office of the DMS on administrative/policy documents;
-Provides advice and assists supervisors in areas of problem solving, dealing with ad hoc issues that arise;
-Undertakes tasks and special projects such as Security/Evacuation Plan, welfare activities etc;
-May represent the DMS or CORMS in various standing Boards and Committees such as the
Property Survey Board, Claims Review Board and may act as a member of the Local Committee on Contracts;
-Undertakes evaluation of support provided by Mission Support to the various parts of the Sector;
-Performs other duties as assigned.
PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Demonstrated in-depth technical knowledge of all aspects of administration with proven analytical skills. 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; Hands on experience with UN administrative/financial policies and practice is an asset, 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.
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.
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.
MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.
High school or equivalent diploma is required.Job - Specific Qualification
Technical training in general administration, field operations and logistics support or another relevant field is desirable.Work Experience
At least twelve (12) years of progressively responsible experience in human resources, budget, finance, logistics or general administration and field operations support is required. The minimum years are reduced to seven (7) years for candidates who possess a first level university degree.
Experience in handling complex organizational issues at the international level is desirable.
Hands on experience with UN administrative/financial policies and practice is desirable.
UN field mission experience is desirable.
English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in oral and written English is required.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
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.
Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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.