Org. Setting and ReportingThis position is located in the Office of the Assistant Secretary-General (OASG) in the Office of Supply Chain Management (OSCM), in the Department of Operational Support (DOS). The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management encompasses the Office of the Assistant Secretary-General, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Center, the Aviation Safety Section and the Enabling and Outreach Service. The Administrative Officer reports to the Special Assistant to the ASG, or designated official. ResponsibilitiesWithin limits of delegated authority, the Administrative Officer will be responsible for the following duties: Human Resource Management • Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of United Nations (UN) rules and procedures. • Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. Budget and Finance • Participates in the preparation and implementation of the OSCM work programme, ensuring that financial resources are utilized to implement activities in accordance with the programme budget and allotments issued. • Prepares programme budget for both regular budget and support account in the Umoja budget formulation module for all OSCM pillars in consultation with relevant stakeholders to ensure that the programme budgets are aligned with organizational priorities and the approved budgets are used in line with the planned purposes. • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Prepares and coordinates the production of programme reports. • Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources. • Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • Coordinates with OSCM entities to collect inputs on queries from the oversight bodies including the Board of Auditors (BOA), the Office of Internal Oversight Services (OIOS), the Joint Inspection Unit (JIU), the Advisory Committee on Administrative and Budgetary Questions (ACABQ) and the Fifth Committee, to provide timely response to them and regularly monitor the status of implementation of final recommendations of the oversight bodies. General Administration • 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. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Participates in the development, implementation, and evaluation of assigned programmes/projects, etc.; monitors and analyses programme/project development and implementation; reviews relevant documents and reports; identifies risks and issues to be addressed and proposes corrective actions; liaises with relevant parties, identifies and tracks follow-up actions. • Drafts thorough well-reasoned written contributions, e.g., background papers, analysis, elaboration of strategies, sections of reports, presentations, memos, etc. • Supports the implementation of all projects in scope with colleagues in OSCM, and when required, with counterparts in field missions and other Divisions and Departments in the Secretariat. • Assists in policy development, including the review and analysis of issues and trends. • Supports all projects to ensure they meet their goals, timeline and budget. • Serves as Security Liaison Officer (SLO) to monitor and ensure that staff roles in Umoja are not conflicting as per SLO Workbook. • Serves as Enterprise Risk Management (ERM) focal point and reviews and coordinates updates for OSCM. • Performs other related work 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. 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. • 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. EducationAdvanced 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 two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationCertification in Project/Programme Management methodology by an accredited body (e.g., PMP, PGMP, PRINCE 2 Foundation Project Management certification or practitioner level) or equivalent is desirable. Work Experience• A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. • Experience with budgetary policies and practices, financial regulations and rules is required. • Experience in drafting written reports for audits, budget and performance management is desirable. • Experience working in budget and finance at the international level in support of field operations or other similar international organizations is desirable. • Experience in Enterprise Resource Planning (ERP) SAP financial modules or other similar systems within an international organization is desirable. • Experience working with business intelligence systems and data analysis is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. Special Notice• Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. • Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. • Applicants from troop- and police-contributing countries who are found most suitable and recommended for selection will be given due consideration for positions in a peacekeeping operation or Headquarters support account funded positions in the Department of Peacekeeping Operations and the Department of Field Support, taking into account their contribution to United Nations peacekeeping, in accordance with General Assembly resolutions 66/265 and 67/287.For the latest list of troop- and police-contributing countries, visit the following website: https://peacekeeping.un.org/en/troop-and-police-contributors. • 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. • The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity 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 ConsiderationsAccording 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 FeeTHE 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.