Org. Setting and Reporting

The post is located in the Executive Office of the Department of Global Communications. Under the general supervision of the Under-Secretary-General (USG), who has oversight and management authority, the Executive Officer will be responsible for policy, planning and coordination in the area of administration. The Executive Office is responsible for all financial, personnel, information technology service and general administrative matters concerning the Department.

Responsibilities

Within delegated authority, the Executive Officer will be responsible for the following duties: • Oversees the management of DGC resources and assets globally in order to ensure a timely, efficient and effective response to requirements both in support of regular operations and emergencies. POLICY AND PLANNING: • Assists the USG and DGC senior managers in the development and implementation of the organizational, managerial, administrative, resources and financial framework, including change management. • Provides strategic advice and support to senior management on key issues on any reallocation of resources to respond to operational requirements, and related administrative policies/procedures etc. • Participates, on behalf of the Department, in task forces, working groups and steering committees of the Secretariat on a variety of management, human resources, budget and administrative matters, including organizational change initiatives and other reforms, ensuring that DGC is well positioned to engage with and effectively implement Secretariat such initiatives. • Collaborates with members of inter-agency networks on human resources and financial matters. • Participates in weekly senior management meetings to provide strategic advice on linkages between programmatic and administrative, budgetary, financial and human resources matters, as required. HUMAN RESOURCES MANAGEMENT: • Takes the lead in coordinating the full range of staff and human resource administration-related issues ensuring departmental requirements both in field and Headquarters are met. This includes overseeing the management of the staffing table, workforce plans, recruitment and managed mobility exercises, responding to the needs of field operations, interpretation and application of staff rules relating to human resources, preparation of staffing projects and other ad hoc status reports on those issues. • Identifies potential management issues of high sensitivity and complexity, defines problems to be addressed in management reviews, and directs the work of review teams through all stages. • Ensures all actions are compliant with Secretariat operational procedures for selection, recruitment, assignment, transfer, promotions, placement and separation of staff as well as mobility and career development, gender equality and staff-management relations. • Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. BUDGET AND FINANCE: • Takes the lead in securing the required resources for the Department, including budget preparation, development of budget reports, performance reports, trust funds and grant programmes, optimizing efficiency and programme delivery; monitors expenditures, analyzes them and reports systematically to ensure that they remain within authorized levels. Exercises control over budgetary expenditures from these resources and advises programme managers regarding the allocation/availability of budget resources and financial implications of strategic options under consideration. • Develops, establishes and maintains a set of sound policies, procedures, standards and tools that are consistent with UN policy and practice in order to ensure proper accounting, financial management and control. • Serves as DGC lead financial officer providing guidance and direction to Senior Management on financial matters, business and resource planning. Formulates strategic direction and evaluates strategic options, providing advice on their financial implications particularly in terms of resource implications and realignment of resources with the core functions of the Department. Leads the monitoring and execution of these strategies to achieve maximum impact. • Prepares timely internal financial reports and responses to Internal and External Audit observations in compliance with the Financial Rules and Regulations. • Oversees asset management and procurement, within delegated authority, for DGC globally. • Negotiates Memoranda of Understanding with a variety of implementing partners, in particular for field-based projects. GENERAL ADMINISTRATION: • Plans, organizes and implements support services for DGC, including space planning and inventories. • Liaises between field offices and DGC on administrative and resource issues. • Oversees and directs logistical support to UN DGC field offices. • Manages staff of the Executive Office, and its programme of work, and prepares performance reports and medium-term plans for the Executive Office staff.

Competencies

PROFESSIONALISM: Ability to provide specialized advice in a broad range of human resources planning and management, budgetary, financial and administrative areas to the Head of Department and managers. Ability to apply UN rules, regulations, policies and guidelines in work situations and prepare reports and rationale with respect to key administrative decisions. Ability to lead administrative operations and teams of staff to effectively and efficiently meet organizational requirements. Demonstrates effective interpersonal skills as well as strong strategic planning skills and vision. Treats all staff with dignity and respect. 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. PLANNING AND 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. LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. 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. JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

Advanced university degree (Master’s or Doctorate degree, or equivalent) in business or public administration, human resources management, finance, accounting, law or related field is required. A first-level degree (Bachelor’s or equivalent) in the specified fields with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Not available.

Work Experience

A minimum of fifteen (15) years of progressively responsible experience in administration, budget, finance, accounting, human resources management, logistics, supply chain management, information technology, or a related field is required. Of the aforementioned years, at least 10 years of experience at the international level in a culturally diverse environment; and at least five years of senior managerial experience is required. A minimum of five (5) years of recent experience in supervising large HR operations with diverse funding sources is required. Experience in preparation of legal responses, and provision of advice on administrative decision cases in a formal and informal administration of justice, as well as conflict resolution is required. Experience driving organizational change within an administrative context through offering pragmatic solutions is required. Experience in liaising with Member States, intergovernmental bodies, such as the UN General Assembly, its main committees and subsidiary organs, inter-agency networks, or similar is required. Experience in preparing programmatic reports for the review of intergovernmental or expert bodies is required. Experience implementing budgeting/financial policies and practices developing operational strategies, and workforce planning approaches in an international setting is desirable. Experience in leading and coordinating on the provision of services to multiple stakeholders in an international organization is required. Experience serving in field operations is required.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Fluency in French is desirable. Knowledge of another UN official language is an advantage.

Assessment

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

Special Notice

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. 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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 28 February 2022, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, China, Comoros, Cuba, Democratic People’s Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Haiti, Israel, Japan, Kiribati, Kuwait, Lao People’s Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Namibia, Nauru, Norway, Oman, Palau, Panama, Papua New Guinea, Qatar, Republic of Korea, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, Somalia, South Sudan, Timor-Leste, Turkey, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela. Staff members appointed to the current position are required to submit a financial disclosure statement upon assignment or appointment and annually thereafter.

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.