Administrative Officer P-3

This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Iraq (duty station to be confirmed). The Administrative Officer will provide substantial assistance with administration, budgetary and financial management matters ensuring accountability and adherence to the UN Financial Rules and Regulations, local staff administration and other general administrative matters to support the implementation of overall activities under his/her area of responsibility. The incumbent reports to the Head of Office, OCHA Iraq. The Administrative Officer shall work in close collaboration with Human Resource Section, OSU and Finance from Geneva.

RESPONSIBILITIES:

Within delegated authority, the Administrative Officer will be responsible for the following duties:

HUMAN RESOURCES MANAGEMENT

•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.

BUDGET AND FINANCE

•Takes 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.

• 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 for headquarters and donors. Prepares quarterly requests for funds (financial authorizations) and monitors obligations and expenditures against financial authorizations in line with approved cost plans. Develops, implements, and maintains internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with the work and cost plans.

•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.

•Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. Monitors and follows up on outstanding NGO and UN Agency reports for grants and allocation provided to third parties.

Manages petty cash in accordance with established procedures, maintains accurate and complete petty cash records and receipts, and ensures that replenishments are done in a timely manner. Prepares payroll for national staff and Follows up with the local service providers on monthly payment orders for international staff to ensure timely payments. •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.

•In collaboration with the Department of Safety and Security (DSS) and Head of OCHA field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises. Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets. Oversee the identification of office technology needs and maintenance of equipment, software and systems.

•Reviews adequacy of departmental space requirements. •Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.

•Represents OCHA at meetings on administrative issues such as national salary scales, common services, premises, etc. Supervise, on a regular basis, national administrative staff, ensuring support and mentoring. Availability and readiness for travel to provide support in the region are required.

•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 evaluative 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.

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.

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.

QUALIFICATIONS

Experience:A minimum of five (5) years of progressively responsible professional experience in administration, finance, accounting, human resources management or related field is required; at least two (2) years of that experience is required at the international level. Professional experience within the United Nations common system handling finance-related matters is desirable. Professional field experience is desirable. Qualifying years of experience are calculated following the receipt of the first level university degree recognized by the United Nations.

Education:Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Languages:English and French are the working languages of the United Nations Secretariat. For this position fluency in English is required. Knowledge of Arabic is desirable.

How to apply:

The position is intended to fill functions of short-term duration This temporary position is for an initial period until 31 December 2014 with a possibility of extension. All posts are subject to availability of funds.

Please state your full name and the temporary job opening notice number OCHA/G/80/2014 as the subject in your e-mail application and send one email application for every temporary job opening announcement. Documents should be saved as pdf file, with the title formatted as follows: FAMILY NAMEgiven name Doc-t type.pdf. For example: GREY_Joe _PHP.pdf.

All applicants are requested to submit a completed personal history profile (PHP) to ochacrdstaffing@un.orgwith a copy to ochavacancies@un.org. Please indicate the temporary job opening number OCHA/G/80/2014 in the Subject of your e-mail.

Note that applications to United Nations Secretariat positions can be generated in the new Inspira recruitment system. We encourage you to create an electronic personal history profile and to apply to these and other positions for which you are interested and qualified at http://inspira.un.org

Note that applicants’ eligibility cannot be fully assessed if the personal history profile is not properly completed. Applications received after the deadline will not be accepted.

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Staff members are subject to the authority of the Secretary-General and to assignment by him or her; in this context, all staff members are expected to move periodically to new functions in their careers In accordance with established rules and procedures.

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