Overview
The Administrative Officer will be responsible for managing administrative, budgetary, financial, and human resources functions within the Office for the Coordination of Humanitarian Affairs (OCHA). The role supports the effective coordination of humanitarian action.
Tasks Summary
- Prepare and revise cost plans, monitor obligations and expenditures, and develop internal controls for financial resource utilization.
- Provide guidance on financial accountability and effective use of programme resources.
- Coordinate the production of financial reports for headquarters and donors.
- Review proposed obligations and disbursements for goods and services under third-party agreements.
- Manage petty cash, maintain accurate records, and ensure timely replenishments.
- Prepare payroll for national staff and follow up on payment orders for international staff.
- Verify inter-office vouchers for accuracy and reconciliation.
- Ensure proper management of office assets, including inventory, physical verification, and disposal.
- Provide information for audit observations/findings.
- Carry out financial, human resources, procurement, assets, and properties management functions using relevant systems.
- Provide guidance and leadership to junior staff.
- Coordinate recruitment and administration of national staff with local UNDP office.
- Provide guidance on performance appraisal system requirements and track compliance.
- Maintain confidential personnel files and ensure separating staff finalize in-country formalities.
- Ensure staff time and attendance are properly recorded and submitted.
- Support procurement of goods through UNDP or Headquarters.
- Verify receipt of goods and services, ensuring specifications, condition, and quantities are correct.
- Control and manage equipment, including disposal, inventory, and fleet management.
- Ensure corporate administration of common premises & Service Agreements.
- Assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office, and residential premises.
- Ensure office premises are well maintained and provided with common services.
- Oversee identification of office technology needs and maintenance of equipment, software, and systems.
- Ensure adequate office supplies and maintain a system for allocation and tracking.
- Supervise and/or prepare travel authorizations and verify travel claims.
- Maintain a central filing system for administrative, finance, and human resource documents.
- Represent OCHA at meetings on administrative issues.
- Supervise national administrative staff, providing support and mentoring.
- Perform other duties and/or assignments as required.
Experience Requirements
- A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management or related area is required.
- Administrative experience in the field (actual setting where a mission and/or project is being implemented) in emergency situations (complex emergency or natural disaster) is desirable.
- Experience in transition management, including sub-office closures, asset and premises oversight, and disposal processes in accordance with rules and regulation in the UN Common System or other comparable international organization is desirable.
- Experience in a humanitarian context in the UN Common System or other comparable international organization is desirable.
Qualification Requirements
An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law, or related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
