Org. Setting and Reporting

This position is based in the Office of Director within the United Nations Office in Somalia (UNSOS), based in Mogadishu. The Senior Administrative Officer reports directly to the Director Mission Support.

Responsibilities

Within delegated authority, the Senior Administrative Officer will work with the Director to consult, inform, advise, and implement tasks. He/She will be responsible for the following duties: • Acts as a coordinator and adviser to the Director and Pillar Chief on administrative matters • Acts as adviser on administrative matters pertaining to human resources, budgeting, financial and general administration. • Maintains continued engagement with HQ to ensure compliance with UN Rules and Regulations and continues to advise senior leadership on the relevant changes to policy framework • Ensures development, preparation, coordination and monitoring of work plans, strategies and programmes for the administrative activities of the Mission • In coordination with the Director, takes the lead in securing the required human and financial resources. • In cooperation with other offices of the Mission, plans and forecasts the personnel, financial and logistical requirements of all Mission components. • Exercises budgetary and administrative control in consultation with the Director and HQ. • Certifies mission expenditure as the delegation of authority granted by the UN Controller. • Reports on all administrative, logistical and financial matters. • Drafts guidelines, reports and correspondence on a wide range of issues for the Director of Mission Support D-2 or Deputy Director of Mission Support D-1/Chief of Mission Support D-1 or Deputy Chief of Mission Support D-1 and ensures that all relevant UN rules and regulations and policies are adhered to. • Drafts responses to correspondence required from the Office of the Director of Mission Support D-2 or Deputy Director of Mission Support D-1 / Chief of Mission Support D-1 or Deputy Chief of Mission Support D-1.on administrative/policy documents. • Drafts presentations, briefing papers and talking points for the Director as required • Provides advice to senior leadership on administrative matters and assists supervisors on areas of problem solving and dealing with ad-hoc issues that arise and undertakes tasks and special projects, such as Security/Evacuation Plan, • Oversees the implementation of welfare activities in coordination with relevant mission entities • Manages a team and ensures cross cutting issues are mainstreamed within the mission operations such as OSH and Environment • Ensures oversight of the mission Risk Register, promotes compliance on internal controls and coordinates with Pillars to ensure compliance • Coordinates and provides inputs on the leadership Compacts in coordination with Sections and Pillars. • Undertakes evaluation of support provided by the Mission Support Division to the various parts of the Mission. • Monitors timely implementation of Audit/Board of Inquiry recommendations. • Advises the Director and assists in the supervision Air Safety matters in the Mission as well as coordination of Security operations in the Mission. • In consultation with the Director, liaises with the Offices of the Special Representative of the Secretary-General (SRSG), Deputy SRSG and Force Commander as well as Chiefs of Services and Sections on administrative issues/activities. • In consultation with the Director, liaises with local authorities, UN / Agencies / Funds and Programmes or other parties on behalf of Mission Support Division. • Represents the Mission Support Division at regular meetings with other UN Agencies • Advises Senior leadership on Audit matters and liaises with the Resident and External Auditors. • Reviews all audit observations submitted and drafts appropriate responses in consultation with the Director of Mission Support. • In consultation with the Director can be designated to represent the Director of Mission Support in various standing Boards and Committees, such as Property Survey Board (PSB), Claims Review Board (CRB), and may act as alternate/ Chairperson of the Local Committee on Contracts. • Performs other duties, as assigned.

Competencies

Professionalism – 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. 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. 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. Building Trust – Provides an environment in which others can talk and act without fear or repercussion. Manages in a deliberate and predictable way. Operates with transparency, has no hidden agenda. Places confidence in colleagues, staff members and clients. Gives proper credit to others. Follows through on agreed upon actions. Treats sensitive or confidential information appropriately. 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, human resources management, finance, accounting, or related field. A first-level university degree with two additional years of qualifying experience may be accepted in lieu of an advanced university degree

Job – Specific Qualification

Not available.

Work Experience

Minimum 10 years of progressively responsible experience in human resources, budget, finance or general administration is required. Experience in handling complex organizational issues at the international level is desirable. Hands-on experience with UN administrative/financial policies and practices is desirable. Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English, (both oral and written) is required.

Assessment

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

Special Notice

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.