SENIOR ADMINISTRATIVE OFFICER

Org. Setting and ReportingThese positions are located throughout the United Nations Secretariat Offices and UN Field Offices including field missions. They encompass sub-functional specialties such as human resource administration, finance/budget, planning, programming, and implementing, monitoring and evaluation of business functions. The Senior Administrative Officer usually reports to the Chief of Service/Department/ Division/Branch. Within delegated authority, the Senior Administrative Officer will be responsible for the following. ResponsibilitiesPolicy, Planning and Programme Implementation: • Provide policy guidance to the Chief of Service/Department/Division/Branch, on conceptual strategy development and management of the implementation of overall strategies and intra and inter- divisional/departmental policies and procedures. • Plan and oversee the management of activities undertaken by the Section; ensure that substantive work programmes and programmed activities are carried out in a timely fashion, coordinating diverse projects in the Section, and, in liaison with other organizations of the United Nations System, donors and agencies as appropriate. • Provide substantive input in the preparation of position papers and reports for presentation to intergovernmental bodies such as the Advisory Committee on Administrative and Budget Questions, Committee for Programme Coordination, Economic and Social Council, the General Assembly and other policy-making organs, as appropriate. • Ensure that the output produced by the Section maintain high-quality standards; that reports are clear, objective and based on comprehensive data. Ensure that all outputs produced by the Section under his/her supervision meet required standards before completion to ensure they comply with the relevant mandates. • Prepare inputs for the work programme of the Service/Department/Division/Branch, determining priorities, and allocating resources for the completion of outputs and their timely delivery. Human Resource Management: • Take the lead in coordinating the full range of staff and human resource administration related issues. • Recruit staff for Section taking due account of geographical and gender balance and other institutional values. • Provide advice on recruitment of consultants, interns, non-reimbursable loan agreements and other non-staff modalities. • Ensure all actions follow operational procedures for recruitment, transfer, placement and separation of staff as well as mobility and career development, gender equality and staff management relations. • Identify potential management reviews of high sensitivity and complexity. Define problems to be addressed in management reviews; direct the work of review teams through all stages. • Manage a team providing leadership by jointly setting objectives and standards, managing performance, identifying training needs, and facilitating a teamwork and high productivity environment. • Fosters teamwork and communication among staff in the Section and across organizational boundaries. • Perform the duties of Quality and Assurance Control while reviewing recruitment cases. • Participate in several panels/committees as Member/Chair, e.g. SPA panel, LCC, Welfare Committee among others. Budget and Finance: • Contribute to the reporting to intergovernmental bodies on budget/programme performance or on programmatic/ substantive issues, as appropriate, particularly those presented in biannual and/or annual reports. • Ensure strategic and efficient management of financial resources. Prepare budgets and costs projects for financial and human resources purposes. Report expenditure and delivery rates both locally and to headquarters. • Review and certify financial transactions and reporting. • Oversee and coordinate preparation and implementation of the work programme and budgets. • Monitor expenditures to ensure that they remain within authorised levels. Exercise control over budgetary expenditures from these resources and advise senior management regarding the allocation /availability of budget resources. General Administration: • Provide/oversee timely and qualitative administrative and operational advice & guidance (including procurement, IT, logistics, travel, security and property management) to staff within their sections. • Participate in international, regional or national meetings and provide programmatic/substantive expertise on an issue or hold programmatic/substantive and organizational discussions with representatives of other institutions. • Develop the work plan of the section, building the case for the allocation of the section resources and office space utilization. • Ensure compliance with corporate requirements and monitor implementation of the annual work plan. • Lead team members to collect and analyze data and provide insight to identify trends or patterns for data-driven planning, decision-making, presentation and reporting. • Carry out programmatic/administrative tasks necessary for the functioning of the Section. • Prepare responses to internal and external Audit observation in compliance with the financial rules and policy regulations on HR, Finance, Procurement, etc. • 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. Conceptual analytical and evaluative skills to conduct independent research and analysis, data analytics and reporting. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to oversee the delivery of administrative services in the field or head quarter (HQ) setting. 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. Able to analyze and interpret data in support of decision-making and convey resulting information to management. ACCOUNTABILITY: Takes ownership of all responsibilities and honors 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. LEADERSHIP: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvements. Does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. MANAGING PERFORMAMCE: 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. EducationAdvanced university degree (Master's degree or equivalent) in business administration, finance, accounting, human resources, programme management or related area is required. A first-level university degree in same areas, in combination with two (2) additional years of qualifying experience may be accepted in lieu of an advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of ten (10) years of progressively responsible experience in administration, budget, finance, human resources, programme management or/and general management is required. Experience in managing organizational change or implementing corporate-level administrative reforms/policies is required. Experience in supporting senior leadership with strategic planning, resource allocation, and performance management is required. Experience with enterprise resource planning systems and data-driven management 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) must be “fluent.” AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. Special NoticeThis job opening is for roster purposes. Recommended candidates will be put in a roster for future consideration for similar roles. 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 Senior Administrative Officer, P5 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. 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. 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, 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. Staff members of the United Nations Secretariat must fulfill the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover letter. 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 roster exercise, applicants from the following Member States, which are unrepresented or under-represented in the UN Secretariat as of 31 May 2025, are strongly encouraged to apply: Brunei Darussalam, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Grenada, Guinea-Bissau, Kiribati, Lao People's Democratic Republic, Liechtenstein, Marshall Islands, Micronesia (Federated States of), Nauru, Palau, Papua New Guinea, Qatar, Sao Tome and Principe, Timor-Leste, Tuvalu, United Arab Emirates, Vanuatu, Andorra, Angola, Belize, China, Cuba, Indonesia, Israel, Japan, Kuwait, Libya, Malta, Monaco, Oman, Panama, Paraguay, Saint Vincent and the Grenadines, Saudi Arabia, Singapore, Solomon Islands, Turkmenistan, United States of America. 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.