ADMINISTRATIVE OFFICER

Org. Setting and ReportingThese positions are normally located within different United Nations Secretariat Offices in Head Quarters (HQ) duty stations, Offices Away from HQ and Field Offices. They encompass sub-functional specialties such as human resource administration, budget planning/ implementing, procurement, general office management to support efficient programme delivery and monitoring and evaluation of business functions. The Administrative Officer usually reports directly to an Executive Officer at HQ and to the Head of the Unit or to a Senior Administrative Officer in the field and Offices Away from HQ. In some field offices these positions may carry the title of Chief of the sub-functional administrative service to which they are assigned. Within limits of delegated authority and depending on location, the Administrative Officer may be responsible for the following duties: ResponsibilitiesHuman Resource Management: • Effectively coordinate all actions related to human resource administration, including recruitment, placement, promotion, performance appraisal, classification reviews, separation, and training, ensuring alignment with UN rules and procedures. • Advise on conditions of service, duties, responsibilities, and entitlements under Staff Rules and Regulations. • Advise managers and staff on the interpretation and application of HR policies, regulations, and rules. • Assess training needs, develops and delivers staff development programmes, and supports the implementation of HR-related policies and specific training initiatives (e.g., code of conduct). • Supervise Human Resources Assistants in managing staffing tables, contracts, and other HR administrative transactions. Budget and Finance: • Take the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the programme budget and allotments issued. • Monitor and review the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinate the production of programme reports. • Define requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of programme resources. • Develop procedures and implement the same to ensure that accounting and financial management controls are consistent with UN policy and practices. • Supervise and/or provide guidance on financial administration and management information issues and practices to colleagues. • Provide guidance and leadership to more junior staff. • Advise the Heads of Units on the application of relevant UN Financial Regulations and Rules, procedures and guidelines to all transactions made and agreements entered into by the Division. • Monitor consolidated budget implementation always ensuring full liquidity. • Monitor assessed contributions and voluntary contributions and their expenditure. • Assist in the preparation of the operating budget and maintaining inventory and budgetary controls and supporting auditing services. General Administration: • Oversee work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. • Review of overall facilities management including adequacy of office space. • Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Oversee the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Ensure compliance with internal controls and standard operating procedures. • Support the alignment of administrative functions with broader organizational strategies. • Prepare periodic and special reports, presentations and conduct analytical studies. • Prepare insights and recommendations on special subjects and on the implementation of administrative rules and procedures. • Assist in developing project proposals, plans, schedules, workflows and reports. • Coordinate schedules, arrange meetings, and organize internal and external events • Perform other related duties as required. CompetenciesPROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Knowledge and ability to handle issues related to data protection, data analytics, risk management and contract oversight. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to work with international protocol, donor regulations and global organization structures. Ability to support implementation of Enterprise Resource Planning (ERP) systems in the organization. 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. Able to analyze and interpret data in support of decision-making and convey resulting information to management. 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. EducationAdvanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting or law is required. A first level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of progressively responsible experience in administration, budget and finance, accounting and/or human resources management is required. Experience in implementing administrative policies, frameworks and standard operating procedures is required. Experience in supporting process improvement and change management within a large international organization or non-governmental organization (NGO) or similar organization is required. Experience collecting and analyzing data to identify trends and insights for data driven planning, decision making, presentation, and reporting is required LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French is required. NOTE: To be considered fluent in a language, the proficiency level in all four specified areas (i.e. reading, speaking, understanding and writing) should be indicated as \"fluent\". AssessmentEvaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview. Special NoticeThis job opening is for roster purposes. The United Nations Secretariat maintains rosters of qualified and available candidates to fill anticipated job openings in the United Nations Secretariat. The purpose of this job opening is to generate a list of qualified candidates for inclusion in the Administrative Officer, P3 roster. The entire assessment process takes an average of four months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for United Nations Secretariat vacancies open only to roster members. Roster membership does not guarantee selection. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations. Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. For this position, applicants from the following Member States, which are unrepresented or under-represented in the UN Secretariat as of 31 March 2025 are strongly encouraged to apply: Andorra, Angola, Belize, Brunei Darussalam, China, Cuba, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Grenada, Guinea-Bissau, Indonesia, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Libya, Liechtenstein, Malta, Marshall Islands, Micronesia (Federated States of), Monaco, Nauru, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Saint Lucia, Saint Vincent and the Grenadines, Sao Tome and Principe, Saudi Arabia, Singapore, Solomon Islands, Somalia, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira \"Need Help?\" link. United Nations ConsiderationsAccording 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 FeeTHE 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.