Org. Setting and Reporting

The position is located in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

This position-specific job opening is being advertised for the position of Administrative Officer in Bamako, Mali. Under the overall supervision of the Head Of Office (HoO) , OCHA Mali, the incumbent reports to the Deputy Head Of Office (DHoO).

Responsibilities

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

I. BUDGET AND FINANCE:
• Prepare and revise cost plans in line with work plans and financial rules and regulations and ensure that costs are reasonably estimated. Monitor obligations and expenditures against financial authorizations in line with approved cost plans. Develop, implement, and maintain internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with work plans and cost plans.
• Provide guidance to substantive units on financial accountability within programme responsibilities and on the effective use of programme resources. Coordinate the production of financial reports for headquarters and donors.
• Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner. Prepare payroll for national staff and follow up with UNDP on monthly payment orders for international staff to ensure timely payments. Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with OCHA’s accounting system. Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets. Provide information needed to respond to audit observations/findings.

II. GENERAL ADMINISTRATION:
• In collaboration with the local UNDP office, coordinate actions related to recruitment and administration of national staff. Provide guidance on requirements of performance appraisal system and maintain a system to track compliance.
• Maintain confidential personnel files, ensuring that information is complete and updated. Ensure that separating staff finalize in-country formalities prior to their departure. Ensure that staff time and attendance is properly recorded, verified, and submitted in a timely manner to UNDP for national staff and to the Administrative Services Branch, for international staff.
• Support the procurement of goods and services, and the establishment of relevant contracts, and ensure that appropriate procedures are duly followed. Verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed.
• Control and manage facilities, assets, and equipment (facilities management, property management, and fleet management).
• Ensure that the corporate administration of common premises and service agreements are done in accordance with OCHA guidelines.
• Establish cooperation with other UN entities, including memoranda of understanding and service level agreements, and piggy back on existing long-terms agreements, pertaining to various fields of administration and logistics and within the Business Operations Strategy.
• In collaboration with the Department of Safety and Security (DSS) and Head of OCHA field office assist in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, offices, and residential premises. Ensure that the office premises are well maintained and provided with common services.
• In collaboration with ICT, oversee the identification of office technology needs and maintenance of equipment, software and systems. Ensure adequate level of office supplies and maintain a system for office supplies allocation and tracking.
• Supervise and/or prepare travel authorizations, ensuring appropriate justification, costing and approvals are in place. Verify travel claims submitted for settlement and track outstanding payments.
• Maintain a central filing system, ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents.
• Represent OCHA at meetings on administrative issues such as national salary scales, common services, premises, etc.
• Supervise national administrative staff on a regular basis, ensuring support and mentoring.
• Perform other duties and/or assignments as required.

Competencies

PROFESSIONALISM: Technical competence and proven track record in overall administration with emphasis on financial activities, and good knowledge of the United Nations Financial Rules and Regulations as well as accounting practices; good understanding of general administration and human resources management; competence in administrative support for field based activities. Solid experience in organizational work and cost planning with the ability to set priorities and to plan, coordinate, and monitor own work plan and those under supervision; ability to identify priority activities and adjust them. Proactively service staff and other clients to propose appropriate solutions. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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.

Education

An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management, or other related area is required.

Experience in the application of budgetary policies and practices in utilizing various streams of funding and following financial regulations and rules is desirable.

Relevant experience in the field (actual setting where a mission and/or project is being implemented) is desirable.

Experience in a humanitarian context in the UN Common System or other comparable international organization is desirable.

Working experience with Enterprise Resource Planning (ERP) systems such as Umoja and Inspira is desirable.

Languages

French and English are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and French is required.

Assessment

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

Special Notice

This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. 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. An impeccable record for integrity and professional ethical standards is essential.

External candidates (including OCHA temporary appointees and OCHA national field staff) who are selected for a position in field duty stations may be strategically placed on a fixed term appointment limited to a specific position or to a specific country office in accordance to the paragraph 2.2 (b) of administrative instruction ST/AI/2013/1 on the administration of fixed-term appointment which provides that an FTA may be granted to individuals who are “(b) Selected but not reviewed by a Secretariat review body for appointments limited to specific entities”.

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.

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.