Author Topic: UN Job Opportunity: Administrative Officer  (Read 696 times)

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UN Job Opportunity: Administrative Officer
« on: May 31, 2010, 08:23:44 PM »
Administrative Officer

Responsibilities
This position is located in the Management and External Relations Programme Support of the United Nations Interregional Crime and Justice Research Institute (UNICRI). Within delegated authority, the Administrative Officer will be responsible for the following duties: Budget and Finance: - Taking the lead with respect to the preparation and implementation of the programme support, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued. - monitoring and reviewing the programme of work and budget by conducting regular and special reviews to assess progress of actual work versus the programme of work. - coordinating the production of programme reports. - reviewing and analysing data with respect to the finalization of cost estimates and budget proposals for submission to donors, providing support to project managers with respect to he elaboration of resource requirements; - preparing, in close consultation with the Management Team and project officers, budget estimates for approval of the Members of the Board of Trustees. - Preparing requests for allotments, ensuring appropriate expenditures. - Reviewing all requisitions generated by administration, on a regular basis and preparing relevant documentation/monitoring reports and data, and making appropriate recommendations with respect to budget performance reports; - reviewing and approving monthly accounts, and monthly reconciliations of bank accounts. - acting as Approving Officer for all financial transactions in accordance with the UN Financial Regulations and Rules. - preparing proposals of cash flow needs in line with investment procedures and follow up the implementation of such proposals by United Nations Headquarters. - defining requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources. - developing procedures and implementing same to ensure that accounting and financial management controls are consistent with UN policy and practice. - supervising and/or providing guidance on financial administration and management information issues and practices to colleagues. - providing guidance and leadership to more junior and general service staff. Human Resource Management: - Effectively coordinating 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. - Defining conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. General Administration: - Overseeing 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. - Reviewing adequacy of unit space requirements. - Overseeing the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. - Performing 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 evaluate skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. 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; support 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. PLANNING AND 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. 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. Keeps clients informed of progress or setbacks in projects.

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