Administrative Officer

vor 2 Wochen

Wien, Österreich United Nations Vollzeit

This position is located in the Office of the Secretary (OS), Secretariat of the International Narcotics Control Board (SINCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The Administrative Officer will report to the Secretary of the INCB/Chief of the Secretariat. The Secretariat of the INCB is an administrative entity of UNODC reporting directly to the Board on substantive matters.

**Responsibilities**:
Within assigned authority, the Administrative Officer will be responsible for the following specific duties:
Human Resource Management
- Define conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Extract and compile various reports through the UN Secretariat’s Talent Management platform INSPIRA.

Budget and Finance
- Manage and assist in the management of grants, extract and compile various reports through SAP/UMOJA and the Integrated Planning Management and Reporting (IPRM) system.
- Take the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
- Monitor and review the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinate the production of programme reports for internal and external stakeholders.
- Define requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of programme resources.
- Develop 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
- Support the coordination of programme/ project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/ project initiatives at headquarters and in various field locations.
- Oversee and assist 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.
- Review adequacy of departmental space requirements.
- Oversee the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
- Perform related work-related duties as required.

Competencies
- 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.
- 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.

Education
Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law or related area is required.

A first-level university degree in similar fields in combination 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 professional experience in administration, finance, accounting, human resources management or related field is required.

Work experience with an Enterprise Resource Planning (ERP) system is required.

Work experience with financial regulations and rules within the United Nations system or a similar international organization is desirable.

Work experience with SAP/Umoja particularly with administrative roles is desirable.

Work experience preparing external reports for donors (e.g., proposals, financial, performance reporting) is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment

Special Notice
- 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.
- Retirees

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