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Posting Title: Administrative Officer, P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/ Office: Office for the Coordination
of Humanitarian Affairs
Duty Station: ABUJA
Posting Period: 2 April 2015 – 17 April 2015
Job Opening number: 15-ADM-OCHA-41688-R-ABUJA
(X)
United Nations Core Values: Integrity, Professionalism, Respect
for Diversity
Special Notice
This post is funded for a period of one year. Extension of the
appointment is subject to extension of the mandate and/or the
availability of the funds.
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.
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Organizational Setting and Reporting
This position is located in the Office for the Coordination of
Humanitarian Affairs (OCHA) in Nigeria, Abuja. The Administrative
Officer reports to the Head of Office.
Responsibilities
Within delegated authority, the Administrative Officer will be
responsible for the following duties: I. 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. 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.
- 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. 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.
- Carry out financial, human resources, procurement, assets
and properties management functions through relevant internet
applications, spreadsheets, databases and Enterprise Resource
Planning systems (e.g. OCHA Financial Accounting System, OCHA
Contact Management System, inspira, umoja, atlas).
- 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.
- Provide guidance and leadership to junior staff.
II. 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.
Technical competence in the use of Enterprise Planning Systems.
Takes responsibility for incorporating gender perspectives and
ensuring the equal participation of women and men in all areas of
work.
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.
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 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.
Work Experience
A minimum of five years of progressively responsible experience
in administration, finance, accounting, human resources
management, or other related area. Field experience in
emergency situations is desirable. Experience within the United
Nations common system handling finance-related matters 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 desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article
101, paragraph 3, of the Charter as well as the requirements of
the position. The United Nations is committed to the highest
standards of efficiency, competence and integrity for all its
human resources, including but not limited to respect for
international human rights and humanitarian law. Candidates may
be subject to screening against these standards, including but
not limited to whether they have committed, or are alleged to
have committed criminal offences and/or violations of
international human rights law and international humanitarian
law.
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.
Applicants are urged to follow carefully all instructions
available in the online recruitment platform, inspira. For more
detailed guidance, applicants may refer to the At-a-Glance on
‘The Application Process’ and the Instructional Manual for the
Applicants, which can be accessed by clicking on ‘Manuals’
hyper-link on the upper right side of inspira account-holder
homepage.
Applications are pre-screened by the system according to the
published requirements of the job opening on the basis of the
information provided in the application. In relation to the
requirements of the job opening, applicants must provide
complete and accurate information pertaining to their
qualifications, including their education, work experience, and
language skills. Each applicant must bear in mind that
submission of incomplete or inaccurate applications may render
that applicant ineligible for consideration for the job
opening. Initial screening and evaluation of applications will
be conducted on the basis of the information submitted.
Applications cannot be amended following submission. Candidates
under serious consideration for selection will be subject to a
reference-checking process to verify the information provided
in the application.
Job openings advertised on the Careers Portal will be removed
at midnight (New York time) on the deadline date.
How to Apply
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Apply
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.
Application deadline: 17th April 2015