Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties: • Acts as adviser on management matters pertaining to human resources, budgeting, financial and general administration. • Coordinates and manages the Administrative Support Section comprising Human Resources, Finance, Field Technology, Transport, and General Services components. • As directed, develops, prepares, and monitors work plans, KPIs and assigned areas for the administrative activities of the Office and assists in securing the required human and financial resources. • In cooperation with the Chief of Staff and other Office components, plans and forecasts the personnel, financial and logistical requirements of all Office components. • Exercises budgetary and administrative controls. • Certifies Office expenditure in line with delegated authority and reports on administrative, logistical and financial matters accordingly. • Drafts guidelines, SOPs, reports, and correspondence on a wide range of administrative support issues and ensures adherence to relevant UN rules and regulations and policies. • Drafts responses to correspondence on administrative support matters. • Collects and analyzes data to identify trends or patterns and provides insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Provides advice and assists supervisors in areas of problem solving, dealing with ad-hoc issues that arise, and undertakes tasks and special projects as requested. • Undertakes evaluation of support provided by the Administrative Support Section to the various parts of the Office, as well as to other entities; and promotes best practices in knowledge and records management in administration. • Liaises as required with internal and external auditors, in coordination with the Chief of Staff; and monitors implementation of Audit/board of Inquiry recommendations. • Liaises with UNHQ, local authorities, UNECA, Agencies, Funds and Programmes, RSCE, UNGSC, or other parties as required on matters pertaining to coordination of administrative support. • Facilitates logistical/administrative support to visiting officials, as required. • Represents UNOAU in various standing Boards and Committees, as well as in external meetings, pertaining to administration. • Performs other duties as assigned.

Competencies

Professionalism: Ability to apply various UN administrative rules and regulations in work situations; ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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. Managing performance: Delegates the appropriate responsibility, accountability, and decision-making authority. Makes sure that roles, responsibilities, and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, human resources management, finance, accounting, or related field is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two (2) additional years of relevant work experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Job – Specific Qualification

Successful completion of management training such as SMART and Management Development Programme is desirable. If you have completed such training, please upload copies of the certificates.

Work Experience

At least seven (7) years of progressively responsible experience in human resources, budget, finance or general administration, and field operations is required. Hands-on experience with UN administrative/financial rules, policies and current practices or with similar international organization is required. Experience in administrative and/or executive support in the UN or similar international organization is required. Cross-cutting UN experience with administrative, budgetary, financial and human resources policies and procedures or with similar international organization is required. Management experience is required. Experience in working with intergovernmental processes is desirable. Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable. Experience in data analytics with ability to analyze and interpret data in support of decision-making and convey resulting information to management or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in English, both oral and written is required; Knowledge of another UN official language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.