JOB DESCRIPTION

Org. Setting and Reporting This position is located in the Office of the Chief of Mission Support of the United Nations Interim Security Force for Abyei (UNISFA), duty station Abyei. The Administrative Officer will report to the Chief of Mission Support or their designate.

Responsibilities Within delegated authority, the Administrative Officer will manage all administrative matters related to the Office of the Chief of Mission Support (CMS), ensuring efficiency and effectiveness in daily operations.

• Develop policies, directives, guidelines, decision briefs, and official correspondence (letters, code cables, note verbales, memoranda) on a wide range of administrative, operational, and policy issues, ensuring compliance with UN rules and regulations.
• Lead engagements with UN Agencies, Funds and Programmes, and external entities through the establishment, implementation, review, renewal, and closure of Service Level Agreements (SLAs), Memoranda of Understanding (MOUs), Letters of Understanding (LOUs), Financial Agreements (FAs), and related instruments.
• Liaise extensively with the front offices of the Acting Head of Mission/Force Commander (Ag. HoM/FC), Mission leadership, MSD Service/Unit Chiefs, and stakeholders at Headquarters and in the field on administrative matters.
• Coordinate time management and scheduling of activities on behalf of the Chief of Mission Support, ensuring prioritization of competing demands.
• Oversee the operational travel programme and evaluate Mission Support Division (MSD) services provided to Mission components.
• Direct the preparation and implementation of the MSD work programme, ensuring that financial resources are allocated and utilized in line with the Programme Budget and allotments issued.
• Prepare budget cost estimates for the Office of the CMS and align them with other sections.
• Monitor and analyze expenditures against the approved budget, contribute to budget performance reporting, prepare adjustments, and support the elaboration of resource requirements for budget submissions.
• Support with the implementation of procedures and systems to ensure sound financial management, accounting, and internal controls.
• Administer human resources activities, ensuring consistent application of UN rules and procedures.
• Advise staff on administrative procedures, policies, and practices.
• Supervise day-to-day office management, ensuring the smooth functioning of the Office of the CMS.
• Prepare reports on behalf of the Chief and coordinate with stakeholders to secure timely input and finalize documents.
• Collect, analyze, and interpret data to identify trends or patterns, providing insights through data visualization to support planning, decision-making, and reporting.
• Develop and maintain databases, prepare datasets as requested, and respond to data and information queries.
• Perform other related administrative functions as required to support the Office of the CMS.

Competencies Professionalism – Proven conceptual analytical and evaluative skills which include ability to identify issues, formulate options and provide recommendations. Ability to provide specialized advice in a broad range of human resources management, financial, administrative areas to the Director and managers. Ability to apply UN rules, regulations, policies and guidelines in work situations and prepare reports or rationale with respect to key administrative decisions. Knowledge of financial and budgetary principles and practices, administration of resources and in-depth grasp of financial principles and practices. 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 area of work. Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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. 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 audience; Demonstrates openness in sharing information and keeping people informed.

Education High school diploma or equivalent is required.

Job – Specific Qualification Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience At least ten (10) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources management, audit, or in other related fields is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level University degree. Experience in drafting high-level reports, note verbales to government authorities, code cables, and administrative directives or instructions is required. Demonstrated experience in drafting MOUs or Letters of Agreement with Agencies, Funds and Programmes and other related entities and service providers is required. Experience in handling complex organizational issues in a diverse, international environment is required. Experience in providing administrative support to a senior management level staff member/executive in a complex operational environment is desirable. Experience in providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages
LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level II

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

Special Notice

• This position is temporarily available for a period of 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. 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. 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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.