Senior Administrative Officer, Brindisi, Italy

United Nations Logistic Base

UNLB Brindisi

Posting Title: SENIOR ADMINISTRATIVE OFFICER, P5

Job Code Title: SENIOR ADMINISTRATIVE OFFICER

Department/Office: United Nations Logistic Base

Duty Station: BRINDISI

Posting Period: 16 January 2023 – 14 February 2023

Job Opening Number: 23-Administration-UNLB-195090-R-Brindisi (M)

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

Organisational Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping and special political missions around the world as well as to other UN Offices, Agencies Funds and Programs.

This position is located in the United Nations Global Service Centre (UNGSC), Brindisi, within the Office of the Director. The incumbent will report to the Director, UNGSC.

Responsibilities

Within limits of delegated authority, the Senior Administrative Officer will be responsible for the following duties:

  • Act as adviser on management matters pertaining to human resources, budgeting, financial and general administration.
  • Ensures development, preparation, coordination and monitoring of work plans, strategies and programmes for the administrative activities of UNGSC and takes the lead in securing the required human and financial resources.
  • In cooperation with other offices of UNGSC, plans and forecasts the personnel, financial and programme requirements of all components.
  • Exercises budgetary and administrative control.
  • Certifies UNGSC expenditure as the delegation of authority granted by the UN Controller. Reports on all administrative, logistical and financial matters.
  • Drafts guidelines, reports and correspondence on a wide range of issues for the Director and ensures that all relevant UN rules and regulations and policies are adhered to.
  • Drafts responses to correspondence required from the Office of the Director on administrative/policy documents.
  • Provides advice and assists supervisors on areas of problem solving and dealing with ad-hoc issues that arise and undertakes tasks and special projects, such as Security/Evacuation Plan, welfare activities, etc. as requested.

  • Undertakes evaluation of support provided by the Office of the Director to the various parts of UNGSC.
  • Assists with process improvement within UNGSC to enable strategic partnerships and client relationship management
  • Assists in the coordination of Security operations for UNGSC.
  • Liaises with the Office of the Under-Secretary-General for the Department of Operational Support and the Assistant Secretary-General for the Office of Supply Chain Management on administrative issues/activities.
  • Liaises with local authorities, UN / Agencies / Funds and Programmes or other parties on behalf of the Office of the Director.
  • Represents the Office of the Director at regular meetings with other UN Agencies.
  • Maintains direct liaison with the Resident and External Auditors.
  • Reviews all audit observations submitted and drafts appropriate responses in consultation with the Director.
  • Represents the Director in various standing Boards and Committees, such as Property Survey Board (PSB), and may act as alternate/Chairperson of the Local Committee on Contracts.
  • Performs other duties, as assigned.

Competencies

Professionalism: Knowledge of administration including approaches and techniques to address and advise on highly sensitive complex problems with multiple clients and a wide range of needs 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.

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 the audience. Demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Leadership: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Judgement/decision making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly. Gathers relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Takes decisions with an eye to the impact on others and on the Organization. Proposes a course of action or makes a recommendation based on all available information. Checks assumptions against facts. Determines that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.

Education

An advanced university degree (Master’s degree or equivalent) in business or public administration, human resources management, finance, accounting, project management or related fields is required.

A first-level university degree, in combination with two additional years of qualifying experience may be accepted in lieu of an advanced university degree.

Job – Specific Qualification

Certification in Project/ Programme Management methodology by an accredited body (e.g. PMP, PGMP, PRINCE2 Foundation and Practitioner, Project Management certification or practitioner level) or equivalent is desirable.

Work Experience

A minimum of 10 years of progressively responsible professional experience in human resources, budget, finance or general administration, is required.

Experience in developing and implementing organizational strategies at the international level is required.

Experience managing teams is required.

Experience implementing administrative policies and practices is desirable.

Experience in business relationship management is desirable.

Experience working in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies, funds and programmes) or other similar international organizations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertise, fluency in English (both oral and written) is required.

Assessment

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

Special Notice

Staff members of the United Nations Secretariat must fulfil the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover letter.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff.

Female candidates are strongly encouraged to apply for this position.

This position is open for recruitment for an initial period of one year and may be subject to

extension.

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: client relationship management, financial resources, gender perspective, human resources, human resources management, human rights, humanitarian law, peacekeeping operations, prince2, programme management, project management, public administration, supply chain, supply chain management