Administrative Officer, New York, United States

Office of Administration of Justice

OAJ New York, USA

Posting Title: ADMINISTRATIVE OFFICER, P3

Job Code Title: ADMINISTRATIVE OFFICER

Department/Office: Office of Administration of Justice

Duty Station: NEW YORK

Posting Period: 25 October 2022 – 08 December 2022

Job Opening Number: 22-Administration-OAJ-192973-R-New York (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and Reporting

This position is located in the Office of the Executive Director, Office of Administration of Justice (OAJ) in New York. The Administrative Officer reports to the Executive Director, OAJ.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties: 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.
  • Provides advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
  • Reviews post incumbency reports for purposes of vacancy management and staffing table control.

Budget and Finance

  • Takes the lead with respect to the preparation and implementation of the OAJ work programme and budget, ensuring that financial resources, including extra-budgetary resources, are utilized to implement activities in accordance with the OAJ budget and allotments issued.
  • Monitors and reviews the OAJ work programme and budget by conducting regular and special reviews to assess progress of actual work versus the work programme. Coordinates the production of programme reports, including budget performance reports analysing variances between approved budgets and actual expenditure.
  • 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.

General Administration

  • Coordinates within DOS and other Secretariat units on administrative, financial and budget, and human resources matters for effective delivery of the OAJ mandate.
  • Drafts inputs for reports for intergovernmental bodies and for management on budgetary issues, and related correspondence.

  • Acts as Certifying Officer, as required, under Financial Rule 110.4 to ensure that proposed obligations and expenditures are in accordance with approved budgets and established regulations and rules.
  • 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 vendors and individual contractors for services.
  • Assist in relevant policy development, including the review and analysis of issues and trends.
  • 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 evaluate 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 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.
  • 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.

Education

Advanced university degree (Master’s degree or equivalent degree) 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 five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.
  • Experience in assisting senior managers in responding to queries from legislative bodies within the UN common system or similar international organizations is desirable.
  • Experience using recruitment platforms such as Inspira or similar and / or experience in using Enterprise Resource Planning (ERP) systems such as SAP 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 French is desirable. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

  • At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
  • The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
  • Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.
  • The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

Tags: administration of justice, budget performance, enterprise resource planning, financial management, financial resources, gender perspective, human resource management, human resources, human resources management, human rights, humanitarian law, legislative bodies, monitoring and evaluation, performance appraisal, procurement, public administration, senior manager, vacancy management, young professionals