Organization: UN-Habitat - United Nations Human Settlements Programme
Posting Title: Project Administrator, P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/ Office: United Nations Human Settlements Programme
Duty Station: BEIRUT
Posting Period: 28 February 2017-29 March 2017
Job Opening number: 17-ADM-UNHABITAT-74788-R-BEIRUT (E)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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. This is a project post and is funded for an initial period of one year and may be subject to extension.
1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and by the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
Organizational Setting and Reporting
The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. This post is located in Beirut Lebanon to serve both Lebanon and Syria under the umbrella of the Regional Office Arab Stats (ROAS), UN-Habitat.
Within delegated authority, the Administrative Officer will be responsible for the following duties
Budget and Finance
- Take the lead with respect to the preparation and implementation of the work programme, review and analyze data with respect to the finalization of cost estimates and budget proposals, in terms of Staff (Programme and Project Staff) and non-staff requirement (Programmes and Projects operational budgets).
- Issue allotments for the Projects, including redeployment of funds when necessary, ensuring appropriate expenditures and monitoring of budget implementation.
- Take the lead in the preparation of financial reporting to donors, clients and stakeholders.
- Monitor and review the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.
- Define requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.
- Develop procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
- Supervise and/or provide guidance on financial administration and management information issues and practices to all Administration staff.
- Act as Certifying Officer within delegated authority for designated programmes/ projects and ensure effective and efficient utilization of the delegation of authority (DoA).
- Provide on the job training, and leadership to more junior staff.
Programme Management and General Administration
- Oversee and manage the procurement related work of the Country Offices, take lead on all process including the procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
- Help the Heads of the Country Offices and the senior managers, in liaising with the host country authorities in matters related to the Host Country Agreements. Provide information to the Heads of the offices and the senior managers on managerial, financial and administrative matters in relation to UN-HABITAT policies and procedures, practices and UN Rules and Regulations.
- Assist the substantive staff in the preparation of Agreements of Cooperation (AoCs), by ensuring the usage of the proper legally cleared instruments.
- Provide logistical support for project/programme delivery: tickets, visas, cash advances, operational funds, and devices for communication, software and equipment, R&R, Travels; ensure all travels are cleared by UNDSS in accordance with DSS requirements etc.
- Implement UN-Habitat SOPs and manuals on project/programme delivery; and contribute to the introduction of new improvement to the Administrative and Financial procedure, systems and practices in close coordination with the Heads of the COs and the Management & Operations Division HQs.
- Administer the programme/project Petty Cash and Imprest Account if available; take lead in the preparation of the business continuity plan (BCP), in coordination with Management & Operations Division.
Human Resource Management
- Effectively coordinate actions relative to the administration of human resource activities, with UN-Habitat HR, UNON HR, and Unops HR. e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, ensuring consistency in the application of UN rules and procedures.
- Coordinate with Unops on the recruitment of the Consultants.
- Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Keep up-to-date on documents/reports/guidelines that have a bearing on matters related to the Country Offices and the Projects.
- Supervise the local staff assigned to the administration and finance of the Office.
- Maintaining Liaison with the Division of Operations, the Management and Operations Division, UNON, UNDP, UNOPS and other service providers on administrative matters.
- Perform other related work as required.
- 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.
- 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.
- 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.
- Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law or related area.
- A first university degree with a combination of two years professional and academic qualifications may be accepted in lieu of the advanced degree.
- A minimum of five years of progressively responsible experience in programme management, administration and procurement, financial and human resource management, or related area.
- Experience in country programme and project administration or finance management is required.
- Prior experience with UN funds and programmes on various operational modalities (national execution, direct execution and cost recovery) is desirable .
- English and French are the working languages of the United Nations Secretariat.
- For this position fluency in oral and written English is required.
- Working knowledge of Arabic is desirable.
- knowledge of Arabic is desirable is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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, 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 or violations of international human rights law and international humanitarian law.
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.
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 the inspira account-holder homepage.
The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations.
Applicants are solely responsible for providing complete and accurate information at the time of application: 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 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.
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.
Source: UN Jobs
This article is culled from daily press coverage from around the world. It is posted on the Urban Gateway by way of keeping all users informed about matters of interest. The opinion expressed in this article is that of the author and in no way reflects the opinion of UN-Habitat.