Administrative Officer, P-3 – UN Jobs, Zimbabwe

 Administrative Officer At UN Office For The Coordination Of Humanitarian Affairs

ORGANIZATIONAL SETTING AND REPORTING RELATIONSHIPS: This position is located in the United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA), based in Harare, Zimbabwe. Under the overall supervision of the Head of Office, the Administrative Officer reports directly to the Head of Office.

RESPONSIBILITIES: Within delegated authority, the 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. • Develop and follow up the staff training plan during transition period. • Coordinate and liaise regularly with UNDP on HR management.

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. • Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
• Provides guidance and leadership to more junior staff. • Management of assets, facilities and logistical services, including utilization and disposal of assets according to Asset Disposal Plan. • Liaises with the HQ, and UNDP on budget management.

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. Follows up on Visa processing and related travel documents for international staff. • Liaises with UNDP to ensure the services are provided as agreed in the Memorandum of Understanding between OCHA and UNDP. • Reviews adequacy of departmental space requirements. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Performs other related work as required.

Work implies frequent interaction with the following:
Staff within work unit; Human resource, administrative, accounting staff in missions and Headquarters Counterparts in other UN agencies. Staff in the Department of Management

Results Expected: Applies specialised expertise with respect to a range of human resources, programme planning, budget, financial, administrative and assets management tasks of the Department/Unit. Uses initiative to resolve problems/identify exceptions which may arise from time-to-time. Manage OCHA Zimbabwe transition plan in regards to human resources, administration, finance and asset.

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.

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 business or public administration, finance, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Experience: A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management or related field. Field experience in emergency situations at professional level in the UN Common system is desirable. Experience working with local services provider, such as UNDP, is desirable.

Language: Fluency in English (both oral and written) is required; Knowledge of another UN official language is an advantage.

United Nations Core Values INTEGRITY / PROFESSIONALISM / RESPECT FOR DIVERSITY

 

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