Overview
The Administrative Officer will assist the Chief of Mission Support in developing and implementing administrative and financial management frameworks, and provide expert advice on various administrative areas.
Key Responsibilities
- Assists the CMS in the development and implementation of an administrative and financial management framework of the Mission.
- Provides expert advice to the CMS on management matters, policies, guidelines and practices in a broad range of administrative areas, including budgeting, financial management, human resources management, supply chain management, procurement, ICT, auditing, information management issues, among others.
- Assists in the development, coordination and monitoring of the Mission Support Division’s work plans and undertakes evaluation of support provided to all Mission components.
- Prepares case presentation for the CMS’s approval as required, and provides substantive analysis, advise and solutions/ recommendations on a wide range of administrative, logistic, and financial matters within the Mission and/or pertaining to external entities.
- Leads drafting process and produce major/complex reports on behalf of CMS, and liaises with all necessary stakeholders to secure timely input and to close out and resolve comments.
- Provides advice and support the CMS in such areas as audits, special reviews of operational objectives and related administrative policies/procedures, etc.
- Performs programme / project management tasks including in crisis, change/contingency management and other established committees and ad hoc task forces such as Security/ Evacuation Plans, among others.
- Drafts policies, directives, guidelines, and Decision Briefs for the CMS on a wide range of issues and ensures the relevant UN rules and regulations are adhered to.
- Draft correspondence including letters, code cables, notes verbales, and memoranda, from the office of the CMS on a range of administrative, operational and policy matters.
- Leads all engagements with UN Agencies Funds and Programmes, and external entities which require establishment of Service Level Agreements (SLA), Memorandum of Understanding (MOU), Letter of Understanding (LOU), Financial Agreements (FA), and any other instruments, and coordinates the implementation, reviews, renewals, and closures.
- Liaises with the Offices of the Head of Mission, Force Commander, Police Commissioner, as well as Chiefs of Services and Sections on administrative issues/activities, or their Representatives, as applicable.
- Liaises with local authorities, mission stakeholders, and UN Agencies, Funds and Programmes or other parties on behalf of the CMS.
- Ensures timely implementation of recommendations including from Conduct & Discipline Team, Board of Auditors, Board of Inquiry, security investigations, and any others established, including the required reporting.
- Vets requests for support from external parties and approves requests within delegated authority or, where appropriate, submits such requests for consideration of the CMS
- Participates in the weekly management meetings to provide advice on administrative, financial, procurement, human resources, and other matters as required.
- Performs ongoing reporting to UN Headquarters as necessary, provides project management support and keeps the Chief of Mission Support advised on the implementation of the projects.
- Manages administrative staff of the department and prepares performance reports and medium-term plans for staff.
- Performs any other duties as assigned by the CMS
Required Experience
A minimum of seven (7) years of progressively responsible experience in administration, finance, accounting, human resources management or related fields is required. Experience in drafting high-level reports, notes verbales to government authorities, code cables, MOU with AFPs, administrative directives or instructions, is required. Experience in providing administrative support to a senior management level/executive in a complex operational environment is required. Experience managing the administration of a multi-component organizational unit at the international level is desirable. Experience providing service to or in a field operation of the United Nations Common System or a comparable international organization is desirable. Experience in programme/project management and in the use of financial modules of SAP or other similar ERPs is desirable.
Qualifications
Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, 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.
