JOB OPENING
Assistant Administrative Officer, NO-A
DEADLINE FOR APPLICATIONS: 10 December 2014
DATE OF ISSUANCE: 26 November 2014
DUTY STATION: Multiple locations, West Region of the DRC
JOB OPENING NUMBER: MONUSCO/02/DDMS/KIN/2014
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
DESCRIPTION OF DUTIES
Organizational Setting and Reporting Relationships: These positions are located in various locations in the West Region of the Democratic Republic of the Congo. The incumbent reports to the Chief Administrative Services or his/her designated.
Within delegated authority, the Assistant Administrative Officer will be responsible for the following duties:
- Manages all mission support related activities at the antennae location and various actions related to the administration, relocation, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures;
- Liaises with central administration/executive services as required;
- Oversees the maintenance of vacancy announcement files and keeps track of status of job openings;
- Provides expert assistance in the preparation and development of the unit’s work programme and budget;
- Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary;
- Collects data from relevant databases and prepares customized financial reports;
- Provides assistance in the review, and preparation of the medium-term plan and its revisions;
- Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from sections present in Antennae, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates;
- Assists managers in the elaboration of resource requirements for budget submissions;
- Monitors budget implementation/expenditures and recommends reallocation of funds as necessary;
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds;
- Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures;
- Provides guidance, training and daily supervision to other support service staff in the area of responsibility;
- Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions;
- Coordinates extensively with service units and liaises frequently with internal team members at Mission Support and other mission components on related matters;
- Performs other related administrative duties, as required (e.g., , monitoring payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations);
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services;
- Manage service contract MONUSCO – UNCT at the Antennae level;
- Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN;
- Processes the payment of contractors’ invoices and monitor payments;
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Competencies:
- Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- 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.
- Planning & 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.
QUALIFICATIONS
Education: Advanced university degree (Master’s degree or equivalent) in accounting, public administration, business administration, human resources or other related areas; or membership in a recognized professional accountancy body. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Experience: Minimum of two (2) years of experience in administrative services, finance, accounting, audit, human resources or related areas. Prior experience with MONUSCO or United Nations Agencies in DRC is an advantage. Possession of a valid national driver’s license is required.
Languages: English and French are the working languages of the United Nations. For the post advertised, fluency in oral and written French and English is required.
HOW TO APPLY
Interested and qualified applicants should submit their applications together with the United Nations Personal History form (P-11) and/or CV and copies of previous employment certificate(s) by Email to: [email protected]
Note: All applicants MUST indicate in the subject of the e-mail the MONUSCO Job Opening # e.g. MONUSCO/02/DDMS/KIN/2014, NO-A.
Do not submit original certificate(s) with the application.
In line with the UN policy on gender balance, FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY
POSITION IS OPEN FOR NATIONALS OF THE DEMOCRATIC REPUBLIC OF CONGO ONLY
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
