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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 UN Office for the Coordination of Humanitarian Affairs
(OCHA) is recruiting to fill the position below:
Job Title: Administrative Officer P-3
Location: Abuja
Job ID: #899686
Theme: Peacekeeping and Peacebuilding
Description
The position is intended to fill functions of short-term
duration. This temporary position is for an initial period of
seven (7) months with a possibility of extension. All posts are
subject to availability of funds.
Organizational Setting and Reporting
Relationships
- This position is located in the Office for the Coordination
of Humanitarian Affairs (OCHA) in Nigeria, Abuja. The
Administrative Officer reports to Head of Office.
Responsibilities
Within delegated authority, the Administrative Officer will be
responsible for the following duties:
Budget and Finance:
- 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.
- National staff’s payroll is usually prepared and managed by
UNDP Copenhagen based on information provided by local UNDP on
contract status. But as OCHA’ AFO we check and confirm the
names during IOVs reconciliation.
- 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.
- Provide information needed to respond to audit
observations/findings.
- 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.
- Review and confirm that proposed obligations or
disbursement for goods and services under third-party
agreements, are reasonable and in conformity with UN Financial
Rules and Regulations.
- Monitor and follow up on outstanding NGO and UN Agency
reports for grants and allocations provided to third parties.
- Supervise petty cash management in accordance with
established procedures, maintain accurate and complete petty
cash records and receipts, and ensure that replenishments are
done in a timely manner.
- Provide guidance and leadership to junior staff.
General Administration:
- 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.
- 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.
- 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 Head of OCHA 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.
- Perform other duties and/or assignments as required.
Competencies:
- Professionalism: Technical competence and proven track
record in overall administration with emphasis on financial
activities, and good knowledge of the United Nations Financial
Rules and Regulations as well as accounting practices; good
understanding of general administration and human resources
management; competence in administrative support for
field-based activities. Solid experience in organizational work
and cost planning with the ability to set priorities and to
plan, coordinate, and monitor own work plan and those under the
supervision; ability to identify priority activities and adjust
them. Proactively service staff and other clients to propose
appropriate solutions. Takes responsibility for incorporating
gender perspectives and ensuring the equal participation of
women and men in all areas of work.
- 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.
- Planning & 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.
Qualifications
- Experience: A minimum of five (5) years of progressively
responsible professional experience in administration, finance,
accounting, human resources management, or other related area
is required. Field experience in emergency situations is
desirable. Experience within the United Nations common system
handling finance-related matters is desirable.
- Education: Advanced university Degree (Master’s Degree or
equivalent) 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.
- Languages: English and French are the working languages of
the United Nations Secretariat. For the position advertised,
fluency in English is required. Knowledge of another UN
official language is desirable.
Method of Application
All applicants are requested to submit a completed
personal history profile (PHP) to:
ochacrdstaffing@un.org with a copy to:
ochavacancies@un.org Please indicate just this
code OCHA/G/61/2015 in the subject of your
e-mail.
"_blank">Click here to Register and
Complet
"_blank">e a personal history profile
(PHP)
Or
"https://careers.un.org/lbw/home.aspx?viewtype=AP#Submittingajobapplication"
rel="nofollow" target="_blank">Click here for
Application Process
NOTE
- Documents should be saved as pdf file, with the title
formatted as follows: Doc-t type _Given Name FAMILY NAME.pdf.
For example: PHP_Joe GREY.pdf.
- Note that applications to United Nations Secretariat
positions can be generated in the new Inspira recruitment
system. We encourage you to create an electronic
personal history profile and to apply to these and
other positions for which you are interested and qualified at:
"_blank">http://inspira.un.org
- Note that applicants eligibility cannot be fully assessed
if the personal history profile is not
properly completed. Applications received after the deadline
will not be accepted. Potential candidates under serious
consideration will be contacted by the hiring manager directly.
All applications will be treated with the strictest confidence.
- The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8).
The United Nations Secretariat is a non-smoking environment.
- Staff members are subject to the authority of the
Secretary-General and to assignment by him or her; in this
context, all staff members are expected to move periodically to
new functions in their careers In accordance with established
rules and procedures.
- “The United Nations does not charge a fee at any stage of
the recruitment process (application, interview, meeting,
processing, training or any other fees). Also, the United
Nations does not concern itself with information on bank
accounts.”
Application Deadline 25th March, 2015