Administrative Officer, P4, OCHA
Special Notice
This post is funded for a finite period of one year and may be subject to extension. 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.
Org. Setting and Reporting
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Khartoum, Sudan. Under the overall supervision of the Head of Office, OCHA Sudan, the Administrative Officer reports to the Deputy Head of Office.
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties:
I. BUDGET AND FINANCE:
• Serve as a Senior Administrative Officer for OCHA Sudan, including providing guidance on administrative structure, internal control systems, implementation of the UN Financial Rules, Regulations and Guidelines, use of official forms, protocols, etc. • Manage and advise the Head of Office on the cost planning process, including cost estimates, redeployment of funds as appropriate, staffing plans and justification of expenditures. • Monitor OCHA Sudan expenditures against approved cost plans, ensuring regular verification and reconciliation of charges made by UNDP or other local service providers on behalf of OCHA. • Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties. • Ensure reporting on financial and administrative issues including for headquarters and donors. • Assess and analyze needs for contributions from Donors, develop procurement plans and supervise purchases in coordination with UNDP or other local service providers, and OCHA ASB. • Provide information needed to respond to audit observations / findings.
II. GENERAL ADMINISTRATION:
• Manage and monitor the administrative and finance unit of OCHA Sudan, through ensuring individual and unit work objectives and plans are met, as well as providing, on a regular basis, solid support and guidance to administrative staff on the ground. • Conduct and negotiate administrative agreements, such as cost sharing arrangements, service provision, etc. with third parties, in particular, UNDP (OCHA’s main service provider for field-based activities). • Oversee recruitment of national staff, including vacancy management and staff selection process. • Participate in interview panels for recruitment of administrative personnel (both international and national). • With the management of OCHA Sudan, elaborate staff development plans and identify training courses and other career development activities. • Develop and manage orientation / induction programs for newly recruited staff members. • Oversee and monitor logistical arrangements for OCHA regional / field offices, assets management, procurement, mission travels, workshops, conferences and seminars. • Represent OCHA Sudan at inter-agency administrative meetings / forums / seminars. • 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. • Provide sound administrative surge capacity for other field and sub-offices as required. • Perform other duties and/or assignments as required.
Competencies
PROFESSIONALISM: Technical competence and proven track record in overall administration with emphasis on financial activities, and knowledge of the United Nations Financial Rules and Regulations as well as accounting practices; understanding of general administration and human resources management; competence in administrative support for field-based activities. Knowledge of 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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; 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 seven years of progressively responsible experience in administration, finance, accounting, human resources management, or other related area. Three (3) years of international field experience in emergency situations is required. Work experience within the UN Common System or other international organization handling administrative-related matters is desirable. Field experience in the Region (North-East Africa) 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 Arabic is desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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.
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.
HOW TO APPLY:
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.
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