Closing date: Friday, 17 April 2015
Posting Title: Administrative Officer, P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/ Office: Office for the Coordination
of Humanitarian Affairs
Duty Station: ABUJA
Posting Period: 2 April 2015-17 April 2015
Job Opening number: 15-ADM-OCHA-41688-R-ABUJA
(X)
United Nations Core Values: Integrity, Professionalism,
Respect for Diversity
Special Notice
This post is funded for a period of one year. Extension of
the appointment is subject to extension of the mandate and/or the availability
of the funds.
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.
Location: Abuja, Nigeria
Required Experience: 5 years
Job Type: full time
Organizational Setting and Reporting
This position is located in the Office for the Coordination
of Humanitarian Affairs (OCHA) in Nigeria, Abuja. The Administrative Officer
reports to the Head of Office.
Responsibilities
Within delegated authority, the Administrative Officer will be
responsible for the following duties: I. BUDGET AND FINANCE:
- Prepare
and revise cost plans in line with work plans and financial rules and
regulations and ensure that costs are reasonably estimated. Prepare
quarterly requests for funds (financial authorizations) and monitor
obligations and expenditures against financial authorizations in line with
approved cost plans. Develop, implement, and maintain internal controls to
monitor and ensure that financial resources are utilized to implement
activities in accordance with work plans and cost plans.
- Provide
guidance to functional units on financial accountability within programme
responsibilities and on the effective use of programme resources.
Coordinate the production of financial reports for headquarters and
donors.
- Review
and confirm that proposed obligations or disbursement for goods and
services under third-party agreements, are reasonable and in conformity
with UN Financial Rules and Regulations.
- Monitor
and follow up on outstanding NGO and UN Agency reports for grants and
allocations provided to third parties. Supervise petty cash management in
accordance with established procedures, maintain accurate and complete
petty cash records and receipts, and ensure that replenishments are done
in a timely manner. Verify inter-office vouchers (IOVs) prepared by UNDP
to confirm accuracy of accounts and to allow for reconciliation with
OCHA's accounting system. Ensure proper management of office assets,
including maintenance of inventory, physical verification of assets and disposal
of assets. Provide information needed to respond to audit
observations/findings.
- Carry
out financial, human resources, procurement, assets and properties
management functions through relevant internet applications, spreadsheets,
databases and Enterprise Resource Planning systems (e.g. OCHA Financial
Accounting System, OCHA Contact Management System, inspira, umoja, atlas).
- Provide
guidance and leadership to junior staff.
- In
collaboration with the local UNDP office, coordinate actions related to
recruitment and administration of national staff. Provide guidance on
requirements of performance appraisal system and maintain a system to
track compliance.
- Maintain
confidential personnel files, ensuring that information is complete and
updated. Ensure that separating staff finalize in-country formalities
prior to their departure. Ensure that staff time and attendance is
properly recorded, verified and submitted in a timely manner to UNDP for
national staff and to the Administrative Services Branch, for international
staff.
- Support
procurement of goods through UNDP or Headquarters and ensure that
appropriate procedures are duly followed. Verify receipt of goods and
services, ensuring specification, condition and quantities of goods are
correct and paperwork is complete and properly filed.
- Control
and manage equipment (disposal, inventory, NEP/inventory reporting, and
fleet management).
- Ensure
that the corporate administration of common premises & Service
Agreements are done in accordance to OCHA standard templates.
- 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
that the office premises are well maintained and provided with common
services.
- Oversee
the identification of office technology needs and maintenance of
equipment, software and systems. Ensure adequate level of office supplies
and maintain a system for office supplies allocation and tracking.
Supervise and/or prepare travel authorizations, ensuring appropriate
justification, costing and approvals are in place. Verify travel claims
submitted for settlement and track outstanding payments.
- Maintain
a central filing system; ensuring consistent use and appropriate archiving
of official administrative, finance, and human resource documents.
Represent OCHA at meetings on administrative issues such as national
salary scales, common services, premises, etc. Supervise national
administrative staff on a regular basis, ensuring support and mentoring.
- Perform
other duties and/or assignments as required.
II. GENERAL ADMINISTRATION:
Competencies
Professionalism: Technical competence and proven track
record in overall administration with emphasis on financial activities, and
good knowledge of the United Nations Financial Rules and Regulations as well as
accounting practices; good understanding of general administration and human
resources management; competence in administrative support for field-based
activities. Solid experience in organizational work and cost planning with the
ability to set priorities and to plan, coordinate, and monitor own work plan
and those under the supervision; ability to identify priority activities and
adjust them. Proactively service staff and other clients to propose appropriate
solutions. Technical competence in the use of Enterprise Planning Systems.
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.
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.
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.
Work Experience
A minimum of five years of progressively responsible
experience in administration, finance, accounting, human resources management,
or other related area. Field experience in emergency situations is desirable.
Experience within the United Nations common system handling finance-related
matters is desirable.
Languages
English and French are the working languages of the United
Nations Secretariat. For the post advertised, fluency in English is required.
Knowledge of another UN official language is desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of
Article 101, paragraph 3, of the Charter as well as the requirements of the
position. The United Nations is committed to the highest standards of
efficiency, competence and integrity for all its human resources, including but
not limited to respect for international human rights and humanitarian law.
Candidates may be subject to screening against these standards, including but
not limited to whether they have committed, or are alleged to have committed
criminal offences and/or violations of international human rights law and
international humanitarian law.
The United Nations shall place 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. (Charter of the
United Nations - Chapter 3, article 8). 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 At-a-Glance on 'The Application Process'
and the Instructional Manual for the Applicants, which can be accessed by
clicking on 'Manuals' hyper-link on the upper right side of inspira account-holder
homepage.
Applications are pre-screened by the system according to the
published requirements of the job opening on the basis of the information
provided in the application. In relation to the requirements of the job
opening, applicants must provide complete and accurate information pertaining
to their qualifications, including their education, work experience, and
language skills. Each applicant must bear in mind that submission of incomplete
or inaccurate applications may render that applicant ineligible for
consideration for the job opening. Initial screening and evaluation of
applications will be conducted on the basis of the information submitted.
Applications cannot be amended following submission. Candidates under serious
consideration for selection will be subject to a reference-checking process to
verify the information provided in the application.
Job openings advertised on the Careers Portal will be
removed at midnight (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.
Method of Application
Interested and Qualified Candidates should click here to apply
EmoticonEmoticon