ADMINISTRATIVE OFFICER

Org. Setting and ReportingThis position is located within the Division of Healthcare Management and Occupational Safety and Health (DHMOSH), Department of Operational Support (DOS) in the UN Secretariat. The Administrative Officer reports to the Director of DHMOSH and works closely with programme managers, finance and administrative units within the UN and may have a functional reporting relationship to the Controller, OPPFB. The role focuses on planning, programming, budgeting, monitoring, and reporting on financial resources to ensure efficient delivery of healthcare and occupational safety services. ResponsibilitiesWithin delegated authority, the Administrative Officer will be responsible for the following duties: BUDGET AND FINANCE • Takes the lead with respect to the formulation, preparation and revision of DHMOSH’s budget, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued. • Assists managers with resource planning, finalizing cost estimates for staff/non‑staff requirements, preparing financial reports and forecasts for senior management, and coordinating budget submissions and performance reporting with UN Headquarters budget offices and other stakeholders. • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan, analysing variances between approved budgets and actual expenditures, and recommends corrective actions. • Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources. • Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. • Reviews requisitions for goods and services and acts as Certifying Officer under Financial Rule 110.4. • Administers and monitors funding sources and allocations, including review of agreements and cost plans, ensuring timely receipt and utilization. • Supervises and/or provides substantive support and guidance on financial administration and management information issues and practices to colleagues. • Provides guidance and leadership to more junior staff. GENERAL ADMINISTRATION • Oversees 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. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Conducts regular and ad hoc financial reviews, collecting and analysing 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 • Performs other related work as required. Competencies• Professionalism: Knowledge of financial principles and practices. Ability to independently conduct research and analysis, formulate options and present 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. Able to analyze and interpret data in support of decision-making and convey resulting information to management. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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. Education• Advanced university degree (Master’s degree or equivalent) in business administration, finance, accounting or related area. • Bachelor’s with 2 additional years of experience may be accepted in lieu of advanced degree. • Successful completion of both degree and non-degree programs in budgeting or financial management, data analytics, business analytics or data science programs is desirable. Job - Specific QualificationNot available. Work ExperienceMinimum of five years of progressively responsible experience in administration, finance or accounting within the United Nations or other similar international organizations is required. 2 years or more of experience in data analytics or related area is desirable. Experience working in financial regulations, budgeting, and resource management is desirable. Experience working with Enterprise Resource Planning (ERP), Talent Management, Integrated Planning Management and Reporting systems is desirable. Experience working with auditors and implementing audit recommendations is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).