Org. Setting and Reporting

The position of Administrative Officer is located in the Office of the Special Envoy for the Secretary General, Burundi. The Administrative Officer will report to the Chief of Mission Support. S/he will liaise with the Regional Service Centre Entebbe (RSCE) in performance of functions.

Responsibilities

Within delegated authority, the Administrative Officer FS-6 will be responsible for the following duties: 

Human Resource Management: Contribute to the monitoring and evaluation of the implementation of delegated authorities, though, inter-alia, the Human Resources Management Scorecard (HRM-S), Service Level Agreements, HRM-S indicators, and the Senior Managers’ Compact; Responsible for identifying upcoming vacancies in coordination with Program Managers; preparation and posting of job openings; review applications for eligibility; arranging and conducting interviews; reviewing recommendations on the selection of candidates by Program Managers; serving as ex-officio on interview panels; and preparing/presenting cases to review boards; monitor and evaluate recruitment and placement-related activities of offices; and recommend changes or corrections related to procedures to these offices; Coordinating all recruitment and administrative issues with the Regional Service Center, Entebbe, for smooth on-boarding of staff. Plan, organize, develop and coordinate assessments related to recruitment of professional, general service and other categories of staff, if needed; Prepare special reports, mission standard operating procedures (SOPs), and information circulars/broadcasts, and participate and/or lead special human resources projects; Responsible for providing advice on the application and interpretation of policies, regulations, rules and procedures. Develop and implement practices and procedures based on HR policies to meet the evolving needs of the Office; Responsible for monitoring the implementation of human resources policies, practices and procedures in OSESG-B. Reviews and recommends the level of remuneration for consultants and Individual Contractors, in collaboration with UNCTs; Monitor and follow up on separations with colleagues in New York, Payroll, RSCE and with the UNJSPF in relation to payments of final benefits. 

Budget and Finance: Supports 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; Monitors and advises on requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources; Supports development of procedures and implements same to ensure that accounting and financial management controls are consistent with UN policy and practice.

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; Reviews adequacy of Office space requirements; Oversees the identification of office technology needs and maintenance of equipment, software and systems, and coordinates enhancements as necessary; supports staff with travel related quieries and concerns. Performs other related functions as tasked

Competencies

Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Demonstrated in-depth technical knowledge of all aspects of administration with proven analytical skills. 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. 

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. 

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school or equivalent diploma is required. Technical or vocational certificate in business or public administration, finance, human resources management, accounting or related area is a requirement.

Work Experience

A minimum of 10 years of progressively responsible experience in administration, finance, accounting, human resources management, audit, or related field is required; At least five years of experience working in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programmes) or similar; International or non-governmental organization in a conflict or post-conflict setting is required; A minimum of five (5) years of progressively responsible experience in recruitment is required; knowledge of Finance and Budget is required. Proven experience in performing Human Resources and Administrative functions is required; Experience using Inspira/UMOJA/ERP System, is required. Certification as HR Partner or LPE/T is highly desirable; Experience managing a team in a sensitive and highly demanding environment is desirable; Experience in the Great Lakes region is desirable. Experience in supporting hiring managers with staff selection process for national and international positions is highly desirable.
The minimum years of relevant experience is reduced to five years for candidates who possess a first level University degree.

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in oral and written English is required. Knowledge of French is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

The appointment or assignment and renewal thereofare subject to the availability of the post or funds, budgetary approval or extension of the mandate.

United Nations Considerations

According 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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 Fee

THE 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.