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ASSOCIATE ADMINISTRATIVE OFFICER

New York City

  • Organization: UN - United Nations
  • Location: New York City
  • Grade: Junior level - P-2, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.

This post is located within the Executive office, DSS, and is under the overall supervision of the Senior Finance & Budget Officer. The Executive Office provides administrative support to the head of the department, programme managers and staff members, in carrying out their financial, personnel and general administrative responsibilities. The Executive Office provides the necessary support services to facilitate the implementation of the Department's mandates and approved programme of work globally across multiple duty stations including Headquarters, Offices away from Headquarters and Field Operations.

This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.

For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/

Responsibilities

Within delegated authority, the Associate Administrative Officer will be responsible for the following duties

Human Resources Management
• Undertakes actions related to the administration of the unit’s human resource activities, e.g., recruitment, performance appraisal,etc., ensuring consistency in the application of UN rules and procedures and functioning of the unit

Budget and Finance
• Assists in developing the Department’s budget performance submissions, reviews and makes appropriate recommendations with respect to the finalization of budget performance reports; analyses variances between approved budgets and actual expenditures, provides inputs and formulates resource allocations by work program.
• Monitors budget/work program with respect to the Department’s budget, trust funds, grants extrabudgetary resource on a regular basis ensuring that expenditures remain within authorized levels and recommends reallocation of resources as necessary.
• Supports and reviews requisitions for goods and services to ensure correct objects of expenditure have been charged.
• Ensure correct GL accounts are used for the expenditures incurred during the financial period as well as accurate year-end financial reporting in compliance with IPSAS
• Contributes to the development of budgetary guidelines for own unit.
• Provides substantive support to intergovernmental and legislative bodies.

General Administration
• Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting
• Keeps up to date on relevant guidelines and polices in relation to programme and/or peacekeeping budgets, ensuring compliance with intergovernmental recommendations and decisions, United Nations Financial Rules and Regulations (UNFRR) as well as with United Nations policies and procedures.
• Exercise Delegation of Authority in (i) finance and budget and (ii) asset and inventory management, as per the Secretary-General's bulletin in ST/SGB/2019/2.
• Supervises work of support staff as required.
• Performs other related administrative duties, as required

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. 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. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders.

• 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.

• 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, finance, accounting, law or related field 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.

A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination (YPP)/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Job - Specific Qualification

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of two years of progressively responsible experience in finance, budget, business administration or related area. No experience is required for candidates that have passed of the Young Professionals Programme Examination (YPP)/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Experience with finance and budget within the United Nations Secretariat or similar international organization is desirable.

Experience in the use of an SAP based ERP system especially in the area of financial management is desirable.

Experience as a certifying officer and/or approving officer for financial related transactions is desirable.

Experience in asset and inventory management for the United Nations or similar international organizations encompassing Headquarters and field-based operations is desirable.

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(s) advertised, fluency in oral and written English is required.  Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is funded through General Temporary Assistance (GTA) funding with funding available for one year. The appointment or assignment and renewal therefore subject to the availability of the position or funds, budgetary approval or extension of the mandate.

• Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

• An impeccable record for integrity and professional ethical standards is essential.

• Applying to this job opening carries an expectation to accept the offer, if selected. 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.

• The selection process for this job opening will be conducted pursuant to ST/AI/2010/3 on the "Staff Selection System" and include the compliance review process by a review body described in staff rule 4.15. The Staff Regulations, Staff Rules and administrative issuance governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

• 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. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.

• 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.

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.

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.

This vacancy is now closed.
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