Org. Setting and Reporting

This position is located in the Central Support Services . It encompasses sub-functional specialties such as human resource administration, planning, programming/budgeting, and implementing, monitoring and evaluation of asset management, security and travel business functions. The Head, Travel, Fixed asset and Security Management Officer reports directly to the Chief, Central Support Services .

Responsibilities

Within delegated authority, the Head, Travel, Fixed Asset and Security Management Administrative Officer will be responsible for the following duties: Human Resource Management • Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. Budget and Finance • Takes 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. • Monitors and reviews 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. • Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • Provides guidance and leadership to more junior staff. • Oversees the proper maintenance of the fixed asset register by recording information related to fixed assets and ensuring the accuracy and integrity of such information. Information includes but is not limited to: (a) data relating to the stewardship and control of fixed assets; (b) costs related to the acquisition and disposal (including transfers and retirement) of fixed assets; (c) expenditures related to fixed assets; (d) depreciation charges; (e) impairment charges. • Ensures the accurate compilation of asset under construction (AUC) project costs into fixed asset accounts, and close out those accounts once the related AUC has been completed. • Ensures the accurate tracking of existing fixed assets and implements and monitors the periodic physical verification review process. • Investigates if conditions of potential impairment of fixed assets exist and implements and monitors the annual impairment review process and the resulting adjustments in accounting entries. • Investigates the potential obsolescence of fixed assets and implements and monitors the annual useful life review process. • Coordinates with property appraisal focal points to ensure that property values are complete and accurate. • Undertakes analysis for fixed assets on a regular basis and oversees the proper maintenance of financial records in accordance with IPSAS Policy Framework and related UN IPSAS policies. Activities include but are not limited to: (a) Posting depreciations, impairments, revaluations, asset retirement obligations (AROs) and AUC project costs; (b) Reviewing and updating detailed schedules including annual additions and disposals, accumulated depreciation, and roll-forward tables; (c) Closing out accounts at year-end and supporting reconciliation of accounting balance of fixed assets; (d) Preparing audit schedules relating to fixed assets, assisting in the preparation of financial statements and footnotes, and assisting auditors in their inquiries; (e) Maintaining fixed asset sub ledgers including data entry or import of capital equipment into fixed asset sub ledgers and review of supporting documentation, as needed; (f) Confirming the accuracy and completeness of fixed asset records including system updates, manual journal entries, account reconciliations, and analyses. • Maintains the fixed asset accounting framework established by Headquarters and detailed in standard operating procedures (SOPs) by: (a) Engaging with other stakeholders to ensure proper and efficient accounting methods as well as understanding their business needs as it pertains to fixed asset accounting transactions and reports; (b) Ensuring compliance with Headquarters’ policy relating to fixed assets; (c) Developing and maintaining fixed asset accounting procedures in accordance with Headquarters’ guidelines; (d) Reviewing, documenting and improving existing guidelines and instructions for all fixed asset related processes. • Ensures accuracy and integrity of information in fixed asset register by: (a) Monitoring the established system of controls, procedures and forms for the recording of fixed assets; (b) Implementing SOPs, monitoring key performance indicators (KPIs), and analyzing financial records; (c) Monitoring compliance with accounting and business policies. General Administration • Oversees 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. • Travel: monitors the daily operations of the Travel Unit; provides guidance on procedures and support in posting and publishing; helps solve complex travel, removal or travel claim problems; produces reports and statistics on travel issues; assists the Chief, CSS in defining opportunities for streamlining and assists in their implementation; represents ITC in the Travel Working Group and the Airline Negotiations Group and performs related duties or activities. • Security and building maintenance: monitors the travel agency contract and removal contracts and helps solve related complex financial issues.Drafts the annual budget for office equipment, supplies and general operations of the building; certifies for regular budget expenditures; ensures appropriate charging to extra-budgetary resources as required; issues requisitions; plans for expenditures and liaises with the Contracts and Procurement Unit for renewal of contracts and payments. Assists the Chief, CSS in administrating outsourced security services; implementing security-enhancement works and ensuring a safe and secure working environment for staff members; monitors building facilities and equipment maintenance contracts and liaises with FIPOI for maintenance and renovation works. Provides guidance on procedures and ensures that the systems are updated and maintained; monitors related contracts. • Support services: coordinates messenger-driver services; provides guidance to staff, coordinates staff during large ITC meetings, ensures ITC inventory is carried out periodically, monitors equipment contracts. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Collects and analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Performs other related work as required.

Competencies

• 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 evaluative 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. Able to analyse and interpret data in support of decision-making and convey resulting information to management. • 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. • JUDGEMENT/DECISION MAKING: 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 that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.

Education

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

Job – Specific Qualification

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources, travel and security management or related field is required. Two (2) years or more experience in data analytics or related area is desirable. Relevant experience in IATA Travel Management or similar field is desirable. Experience in IPSAS is desirable. Experience using an ERP system, preferably UMOJA is desirable. At least two (2) years of supervisory experience is desirable

Languages

For the position(s) advertised, fluency in both English and French is required. Knowledge of another official United Nations language is an advantage.

Assessment

Assessment will be undertaken through a comparative analysis of the applications. The assessment may also include a competency-based interview and/or other appropriate evaluation mechanisms.

Special Notice

The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a temporary appointment for an initial 11 months available from 01 January 2025 and may be subject to extension. Applications from women and nationalities from developing and least developing countries are particularly encouraged. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons – of all genders – equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully. If you are unable to complete our online application form due to a disability, please send an email to [email protected]. Given the nature of the temporary opportunity, priority consideration may be given to candidates already located at the duty station. Applicants will be contacted only if they are under serious consideration. ITC Internal staff on fixed-term, continuing or permanent appointment, if selected, may be entitled to Special Post Allowance as per Staff Rule 3.10. For information on salary and entitlements, please consult the International Civil Service Commission website: http://icsc.un.org

United Nations Considerations

In accordance with the United Nations Staff Regulations and Rules, 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 ITC 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. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to carefully follow 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 based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ITC does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ITC are fraudulent and should be disregarded.