Jobs in Abuja at UN for an Administrative Officer, April 2015
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.
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.
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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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No Fee
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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