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ADMINISTRATIVE OFFICER (TJO), P3 (Temporary Job Opening) Job ID: 96276
Closing date: 02 May 2018
Org. Setting and Reporting
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Yemen, Amman (with frequent travel to Sana’a). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.The Administrative Officer reports to the Head of Office/Deputy Head of Office.
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties:
I. BUDGET AND FINANCE:
• Approve and manage all UMOJA related functions and processes
• Prepare and revise cost plans in line with work plans and financial rules and regulations and ensure that costs are reasonably estimated. Prepare quarterly requests for funds (financial authorizations) and monitor obligations and expenditures against financial authorizations in line with approved cost plans. Develop, implement, and maintain internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with work plans and cost plans.
• Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources. Coordinate the production of financial reports for headquarters and donors.
• Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.• Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties. Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner. Prepare payroll for national staff and follow up with UNDP on monthly payment orders for international staff to ensure timely payments. Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with OCHA’s accounting system. Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets. Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues..
• Provide guidance and leadership to junior staff.
II. GENERAL ADMINISTRATION:
• Provide a full range of administrative and human resources support to all OCHA staff .
• In collaboration with the local UNDP office, coordinate actions related to recruitment and administration of national staff. Provide guidance on requirements of performance appraisal system and maintain a system to track compliance.
• Maintain confidential personnel files, ensuring that information is complete and updated. Ensure that separating staff finalize in-country formalities prior to their departure. Ensure that staff time and attendance is properly recorded, verified and submitted in a timely manner to UNDP for national staff and to the Administrative Services Branch, for international staff.
• Support procurement of goods through UNDP or Headquarters and ensure that appropriate procedures are duly followed. Verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed.
• Control and manage equipment (disposal, inventory, NEP/inventory reporting, and fleet management).
• Ensure that the corporate administration of common premises & Service Agreements are done in accordance to OCHA standard templates.
• In collaboration with the Department of Safety and Security (DSS) and the Head of Office/Deputy Head of Office of OCHA’s field office, assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises. Ensure that the office premises are well maintained and provided with common services.• Oversee the identification of office technology needs and maintenance of equipment, software and systems. Ensure adequate level of office supplies and maintain a system for office supplies allocation and tracking. Supervise and/or prepare travel authorizations, ensuring appropriate justification, costing and approvals are in place. Verify travel claims submitted for settlement and track outstanding payments.
• Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents. Represent OCHA at meetings on administrative issues such as national salary scales, common services, premises, etc. Supervise national administrative staff on a regular basis, ensuring support and mentoring.
• Perform other duties and/or assignments as required.
Competencies
• PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various administrative rules and regulations in work situations. Demonstrates 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; 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.
• 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
Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with an additional two years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related area is required. Experience working in emergency situations in the field is desirable. Experience handling administration, finance and human resources matters in an International Organization or similar organization is desirable. Experience using an Enterprise Resource Planning (ERP) Software such as SAP, Umoja or similar is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This Temporary Job Opening (TJO) is opened to internal, as well as, external candidates. The duration of the temporary appointment/assignment is for six (6) months), with the possibility of extension (subject to extension of the mandate and/or availability of funds), and the selected candidate is expected to be deployed as soon as possible.
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 United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
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.
