Org. Setting and Reporting
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Khartoum, Sudan. Under the overall supervision of the Head of Office, OCHA Sudan, the Administrative Officer reports to the Senior Humanitarian Affairs Officer/Deputy Head of Office.
Within delegated authority, the Administrative Officer will be responsible for the following duties: I. BUDGET AND FINANCE: • Serve as a Senior Administrative Officer for OCHA Sudan, including providing guidance on administrative structure, internal control systems, implementation of the UN Financial Rules, Regulations and Guidelines, use of official forms, protocols, etc. • Manage and advise the Head of Office on the cost planning process, including cost estimates, redeployment of funds as appropriate, staffing plans and justification of expenditures. • Monitor OCHA Sudan expenditures against approved cost plans, ensuring regular verification and reconciliation of charges made by UNDP or other local service providers on behalf of OCHA. • Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties. • Ensure reporting on financial and administrative issues including for headquarters and donors. • Assess and analyze needs for contributions from Donors, develop procurement plans and supervise purchases in coordination with UNDP or other local service providers, and OCHA Administrative Services Branch. • Provide information needed to respond to audit observations / findings. II. GENERAL ADMINISTRATION: • Manage and monitor the administrative and finance unit of OCHA Sudan, through ensuring individual and unit work objectives and plans are met, as well as providing, on a regular basis, solid support and guidance to administrative staff on the ground. • Conduct and negotiate administrative agreements, such as cost sharing arrangements, service provision, etc. with third parties, in particular, UNDP (OCHA’s main service provider for field-based activities). • Oversee recruitment of national staff, including vacancy management and staff selection process. • Participate in interview panels for recruitment of administrative personnel (both international and national). • With the management of OCHA Sudan, elaborate staff development plans and identify training courses and other career development activities. • Develop and manage orientation / induction programs for newly recruited staff members. • Oversee and monitor logistical arrangements for OCHA regional / field offices, assets management, procurement, mission travels, workshops, conferences and seminars. • Represent OCHA Sudan at inter-agency administrative meetings / forums / seminars. • Ensure that the office premises are well maintained and provided with common services. • Oversee the identification of office technology needs and maintenance of equipment, software and systems. • Provide sound administrative surge capacity for other field and sub-offices as required. • Perform other duties and/or assignments as required.
• PROFESSIONALISM: Technical competence and proven track record in overall administration with emphasis on financial activities, and knowledge of the United Nations Financial Rules and Regulations as well as accounting practices; understanding of general administration and human resources management; competence in administrative support for field-based activities. Knowledge of 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. • 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. • 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.
Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of seven (7) years of progressively responsible experience in administration, finance, accounting, human resources management, or other related area is required. Three (3) years of international field experience in emergency situations is required. Experience within the UN Common System or other international organization handling administrative-related matters is desirable. Field experience in the region (North-East Africa) is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of Arabic is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law. 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.Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.