Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/ This position is located in the Executive Office of the Department of Safety and Security (DSS). The Administrative Officer reports to the Senior Human Resources/Administrative Officer under the overall supervision of the Executive Officer.

Responsibilities

Within delegated authority, the Administrative Officer will carry out all or some of the following duties: HUMAN RESOURCES MANAGEMENT • Provides advice and support to managers and staff on human resources related matters. In collaboration with offices, assess workforce requirements, map available competencies and skills, and provide support in identifying capacity gaps. • Identifies upcoming vacancies in coordination with client offices. • Prepares classification analysis of jobs in Professional and General Service and related categories. • Provides guidance to programme managers on the application of classification policies and procedures and by undertaking whole office review. • 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 UN rules and procedures. • Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Reviews and provides advice on interpretation of policies, exceptions to policies, regulations and rules. • Supports the implementation of end-to-end recruitment processes which includes initiating the hiring process, recruitment planning, advising managers in the preparation of Job Openings and reviewing recommendations on the selection of candidates by Hiring Managers. • Supervises and monitors the work of the Human Resources Assistants in carrying out all human resources administrative transactions including preparation of personnel actions, maintenance of staffing tables, and processing of contracts. • Provides performance management advice to staff and management. Assists supervisors and staff with understanding and using the performance appraisal system (PAS). • Reviews post incumbency reports for purposes of vacancy management and staffing table control. • Develops and maintains procedures, to ensure that HR administration and management information reports are consistent with UN Human Resources policies and practices. • Reviews and recommends level of remuneration for consultants. • Prepares special reports and participates and/or leads special human resources projects. BUDGET AND FINANCE • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports. • Certifies travel requests. • Defines requirements and ensures cost effective utilization of program resources. • Provides guidance and leadership to more junior staff. GENERAL ADMINISTRATION • Provides advice and support to managers and staff on administration matters with emphasis on Umoja. • Supervises and provides guidance on administration and management information issues and practices to colleagues. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • 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 evaluate 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. • TEAMWORK: Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • 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, management, human resources, public administration, finance, or related area. A first-level university degree in combination two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Not available.

Work Experience

• A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. • Experience in handling complex organizational issues and managing large staffing tables is required. • Experience in implementing personnel and administrative policies and procedures of the United Nations or a comparable international organisation is required. • Experience with MS Office tools is required. • Experience in using ERP systems (SAP), such as Umoja, particularly, human resources module, organizational management and travel management is required. • Experience in producing business intelligence reports using ERP system is desirable. • Experience in using an e-staffing system such as Inspira is desirable. • Experience in an Executive Office or similar administrative office is desirable. • Experience in administering staff located in family and non-family duty stations is desirable.

Languages

• English and French are the working languages of the UN Secretariat. For the position advertised, fluency in English is required. Knowledge of another UN official language is desirable.

Assessment

• Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This post is funded by General Temporary Assistance and is available for a period of one year. The appointment is subject to availability of funding and will only be extended if the corresponding budget is approved, if the mandate is extended or if the necessary funds are available. 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. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field. 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. An impeccable record for integrity and professional ethical standards is essential. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

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, 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 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.