Associate Administrative Officer

Org. Setting and Reporting

The United Nations Institute for Disarmament Research (UNIDIR) is an autonomous institution within the United Nations that conducts independent research on disarmament and related problems, particularly international security issues. UNIDIR supports Member States, the United Nations and policy and research communities in advancing ideas and actions that contribute to a more sustainable and peaceful world. The Institute is located in Geneva, Switzerland. The incumbent reports directly to the Executive Officer.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

General Administration:
- Contributes to the preparation of various written outputs, e.g. project proposals, implementation reports, statements, sections of reports and studies, internal guidance and procedure, etc.
- Coordinates requisition process with purchasing authorities to ensure that bidding and approval processes meet required timetable.
- Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, etc).
- Provides direction and guidance to junior personnel as required.

Human Resource Management:
- Undertakes actions related to the administration of UNIDIR's human resources, e.g., job classification, recruitment, performance appraisal, extension, separation, etc., ensuring consistent application of UN rules and procedures.
- Provides advice and support to managers and personnel regarding conditions of service, duties and responsibilities, and privileges and entitlements under applicable UN Staff Rules and Regulations, Administrative instructions, Consultancy and Individual Contractor conditions, and UNIDIR’s Statute.
- Maintains up-to-date information on personnel and provides information on the Institute’s human resources.

Budget and Finance:
- Assists in developing the Institute’s work programme and budget; analyses inputs and formulates resource allocations by programme and/or project.
- Monitors budget/work programme with respect to United Nations Regular budget, trust funds and grants, on a regular basis and reallocates resources as necessary.
- Supports the implementation of various processes and procedures including performing transactions within the United Nations Enterprise Resource Planning tool.

- Performs other duties as required

Competencies

Professionalism: Substantive knowledge in the area of administration, finance, accounting, human resources management or related areas. Familiarity with UN regulations and rules including on human resources, finance and budget, procurement and travel. Proven capacity in planning and risk analysis. 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.

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 the audience. Demonstrates openness in sharing information and keeping people informed.

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.

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

An advanced university degree (Master’s degree or equivalent degree) 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.

Work Experience

A minimum of 2 (two) years of progressively responsible experience in administration, finance, accounting, human resources management or related areas is required.

Experience with the administration of human resources including recruitment of staff, consultants, and personnel management within a large international organization is required.

Experience with budget preparation and cost estimates is desirable.

Experience with an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable.

Experience coordinating and supporting the organization of international meetings/conferences (in-person, online and or/in hybrid format) is desirable.

Experience working in a Front Office (Head of Office/Department) and/or an Executive (Administrative) Office is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another UN official language is desirable.

Assessment

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

Special Notice

The appointment against this position is limited to service in UNIDIR.

Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

UNIDIR is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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.