Org. Setting and Reporting

This position is located within the Office of Chief of Mission Support in the United Nations Mission for the Referendum in Western Sahara (MINURSO) Laayoune. The incumbent reports to the Chief of Mission Support.

Responsibilities

Within the delegated of authority, the Administrative Officer will perform the following duties: General Administration: • Strengthens the management capacity of the front office of Chief of Mission Support by providing expert guidance, leadership and oversight to more junior staff and other Offices in the exercise of human resource administration, financial administration and management information issues and mission concerns and practices. • Oversees the front office of the Chief of Mission Support and follows up on issues related to documents management, drafting of Mission specific SOPs and guidance documents. • Review the documents. Note verbal in French prepared by the Protocol Officer for CMS review and signature. • Oversees the work related to BOI, Audit, Internal controls, Compliance and Risk Management. Follow-up with Program Managers on the status of implementation of BOA and OIOS recommendations. Act as Mission Focal Point for audit related matters.Human Resource 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. • 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. • Provides guidance and leadership to more junior staff. Accountability framework. • 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 vendorsand individual contractors for services. • Ensures coordination with all pillars and sections. Drafts internal, external, operational, administrative communications. Researches, analyzes administrative issues, prepares recommendations. Participates in committees, panels as required. • Monitors support services for the OCMS, including the provision of supplies and services, transport and travel, management, logistics requirements, etc. • Supervises staff /or provide advice to others on human resources administration, financial administration and management information issues and practices to colleagues. • Coordinates with Mission Support Heads of pillars, sections chiefs and Mission substantive as well as military components, on all requirements of administrative issues submitted to the front office of and/or to the attention of the CMS. • Assists the OCMS in administering daily operations by reviewing incoming correspondence, documents, transactions, forwarding to the appropriate unit, ensuring prompt action is taken, and following up on the status. • Reviews all correspondences and communications prior to transmission or broadcast ensuring prior review and clearance by the CMS • Reviews adequacy of Office of the CMS space requirements. • Coordinates with Heads of Pillars on the draft of Mission Support annual work plan to be reviewed by the CMS. • Coordinates various programs and activities under the Mission Support component, including Financial Disclosure program, Duty Free Shop, Welfare, etc. • Coordinates with all stakeholders within mission support and the substantive as well as Military components for the development of mission guidelines and SOPs. • Acts as Mission alternate member for the administration and implementation of the new Delegations of authority and of the Contract Performance Review. • Review letters / memos drafted in French by the Liaison Officer to be sent to the Local Authorities / Coordination Office. Also, review Bons de Franchise and ascertain that all supporting documents are attached to each Bon de Franchise before sending them to the Coordination Office to facilitate with their approval. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. Should have an understanding of Data Analytics and culture of data strategy. • 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 honours 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. • 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 MANAGERIAL COMPETENCIES • MANAGING PERFORMANCE: 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.

Education

An advanced university degree (Master’s or equivalent) in Business Administartion or related fields or first-level degree (Bachelor’s or equivalent) in Business Administration with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in at least three of the following: administration, finance, accounting, Audit, BOI, human resources management, Procurement, Information Technology or related field is required. Experience working in a multicultural/ or international work environment and/ or field missions is required. Previous work in front office is required. Strong drafting skills in English is required. Experience in working with oversight bodies is desirable. Working in a high pace environment is required Strong drafting skills in French is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required; and fluency of French is desirable or an advantage. Knowledge of another official United Nations language is an advantage.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. MINURSO is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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, 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 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.