• This is a temporary job opening, open to internal and external candidates. The duration of the temporary appointment/assignment is for a period of three months. • A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. • Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions. • The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. • Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, 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 and/or violations of international human rights law and international humanitarian law. • For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. • The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. • Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Org. Setting and Reporting
The Administrative and Field Support Section OSS is located in the Administrative Services Branch (ASB), Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva. The Administrative Officer reports to the Chief of the Unit.
Within delegated authority, the Administrative Officer will be responsible for the following: – Plans administrative and logistics support requirements for (remote) OCHA Field Offices, and New York and Geneva Headquarters, with particular emphasis to corporate humanitarian emergencies; – Formulates administrative and logistical support agreements for OCHA field activities with other parts of the United Nations system; – Provides guidance on administrative and supply chain matters to OCHA Branches and Field Offices; – Supervises the planning and budget requirements for office space equipment and central support services; – Monitors expenditures and certifies invoices for satellite communication based on approved budgetary allocations; – Provides advice and support regarding the opening, management and expansion of field offices in relevant areas of administration and supply chain management. Develops guidance materials and SOPs (Standard Operational Procedures), related to opening or expanding field offices during emergencies; – Acts as a focal point for induction and training of all Field and Headquarters based staff on supply chain management & procurement, UMOJA (United Nations Secretariat Enterprise Resource Planning System) related issues and other systems. Remains available for field mission travel; – Oversees the planning and preparation of procurement plans in cost plan cycle and certifies requests for the procurement of goods, services and office supplies, in accordance with the relevant United Nations Financial Rules and Regulations, in particular the United Nations Procurement Rules; – Plans, develops and manages relevant procurement and contractual aspects of Field Offices (FO’s) and Geneva Headquarter projects, in particular those related to international procurement; – Formulates strategies and designs innovative solutions to resolve issues for complex procurement projects; – Participates in procurement related meetings and negotiates with the Purchase and Transportation Section of the United Nations or other service providers, recipient entities and other United Nations Agencies; – Advises clients on the preparation of technical specifications and on the technical evaluation of proposal; monitors international tendering processes carried out by UNOG/PTS, ensuring that bidding and approval processes meet the required timetable; – Oversees adherence to contractual agreements, contract performance and requests UNOG and other service providers to establish and amend contracts; and advises concerned parties on contractual rights and obligations; – Liaises with UNOG and UN Headquarters administrative services, as required, on administrative matters; – Participates in internal and inter-departmental meetings in order to advice on administrative matters; – Prepares a variety of procurement and administrative related documents, communications, guidelines, instructions, standard operational procedures (SOPs), and analytical reports for senior management and other audiences; – Undertakes ad-hoc projects in the areas of general administration and other tasks assigned by the Chief of the Administrative and Field Support Unit (AFSU); – Acts as back-up regarding the review of administrative Field Office and Headquarter Branch/section agreements, memoranda of understanding related to United Nations Agency common premises and services, inter-agency agreements, etc.; – Acts as back up Officer for non-expendable property management, and inventory control functions; – Acts as back-up Certification Officer for Field Offices and Headquarter mission travel and, in that capacity, oversees the preparation and certifies requests for mission travel.
PROFESSIONALISM: Knowledge of administrative, procurement and logistics 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; 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. 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.
An advanced university degree (Master’s degree or equivalent) in business or public administration, procurement, logistics, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. A certificate in Public Procurement is desirable.
A minimum of 5 years of progressively responsible professional experience in administration, procurement, logistics, or related field, with preferably 2 years within the UN system. Experience providing relevant administrative and procurement support for an emergency/humanitarian field-focused organisation is required. Experience in providing relevant administrative and supply-chain management support to a global diverse client portfolio, mainly located in (remote) field locations is also required. Experience using SAP, or a similar Enterprise Resource Planning System (ERP) is required. Demonstrable experience in applying the UN Financial Rules and Regulations, including the UN Procurement Rules would be an asset. Demonstrable experience in preparing analytical management reports would be an advantage. Completion of the IPSAS course (International Public Sector Accounting Standards) is desirable.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and spoken English is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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.