Administrative Officer, P-3

APPLICATIONS DEADLINE:   19 Oct 2012
DATE OF ISSUANCE:   04 Oct 2012
ORGANIZATIONAL UNIT:   DPKO
DUTY STATION:   Kinshasa
VACANCY #   12-ADM-PMSS-425864-R-KINSHASA

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Mission Preference List

This position is located in Kindu
 
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info

United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
Under the overall direction and supervision of the Head of Office (HoO) and the Regional Administrative Officer (RAO), and within delegated authority, the incumbent is responsible for the provision of timely and effective administrative, financial and logistical support at the Field Level, of one main Field Office in addition to two sub-Field Offices. In particular, the responsibilities of the Field Administrative Officer (FAO) include, but are not limited to: Administration: Develop and implement the work plan for the support component in the area of operations, and ensures the implementation of the work plan of Mission Support personnel assigned to the Office to ensure that the most effective support is provided to the area of operations. Monitors all aspects of work conducted at sites in his/her area of operation, including support to Military Units and substantive components, as applicable. Liaises with Military, UN Police and substantive personnel at the Field Office level, reviewing plans and operational requirements to deliver requisite resources in a timely and cost effective manner. Responsible for ensuring that adequate support is provided to designated military team sites and other deployment locations within the area of operations, as required. Ensure that all UN-owned and Contingent-owned equipment and assets, as well as premises leased by the Mission, are utilized in conformity with established provisions in the area of operations. Confirms to the RAO the continued requirement for leasing and occupying of premises, including renewal of leases, in accordance with established mission priorities. Provides support to BOI, CDT, OIOS, ICT, and other elements conducting official business in the area of responsibility, in accordance with established MOU or on an ad hoc basis when necessary. Provide advice to staff and colleagues with respect to conditions of service, duties and responsibilities, entitlements under the Staff Rules and Regulations and other management information circulars. Ensures consistency in the application of UN rules and procedures. Convenes the Vehicle Establishment Committee, and submits recommendations to the RAO for approval. Refers requests for MEDEVAC/CASEVAC of UN personnel and non-UN personnel to the relevant authority. Approves MOPs for air transport of MONUSCO and non-MONUSCO personnel on MONUSCO air assets in accordance with established guidelines. Authorizes Cargo Movement Requests; approves intra-mission pouch services; certifies request for residential security services, verifies documentation on fuel deliveries and stock levels provided by the Fuel Unit representative where turnkey fuel operations are not presents; monitors stock levels in area of operations. Acts as a member of the Local Project Review Committee (LPRC) which is mainly dedicated to the Quick Impact Projects (QIPs) undertaken in his Area of Responsibility. The LPRC recommends the QIP to be undertaken, reviews their progress, as monitors the implementing partners' use of funds. Takes the lead in implementing the Welfare projects (guest rooms, canteen, etc) Ensures correctness of the accounts and income generated. Coordinates the production of a variety of reports. Performs other related duties as required Human Resources: Certifies attendance records of office staff and of unit supervisors; approves leave requests for the Office staff based on established leave plan, and ensures that adequate staffing levels are maintained; submits requests for anticipated overtime by national staff to the RAO; verifies actual overtime performed based on justification provided by the requesting Section/Unit/Office. Submits requests for recruitment of national staff to the RAO. Engages Independent Contractor (IC) services based on justification for temporary assistance provided by the requesting Office, and verifies IC attendance based on confirmation of work performed by the Project Manager. Submits long-term requirements for services to the RAO to facilitate the raising of obligations, as necessary. Approves requests for MONUSCO ID card for ICs and local contractors in the FAO's area of operations. Submits requests for ID cards for non-MONUSCO personnel to Head of Office for clearance by Security in the FAO's area of operations. Budget and Finance: Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives the FAO's area of responsibility, taking into account the most effective use of resources. Is responsible for imprest and petty cash accounts provided by the CFO in accordance with UN Financial Regulations and Rules. Verifies the accuracy of expenditure vouchers and prepares an account summary for submission to, and certification by, the RAO. Certifies allocated BACs, and justifies requirements for financial documents such as invoices for services generated locally and F-10 claims. Keeps and maintains records of charges against MODs. Justifies expenditures using imprest cash and provides requisite pro-forma invoices and quotations as required. Maintains records of services rendered and activities to be charged back to partner agencies or entities under MOU with MONUSCO, and submits monthly summary of all services, activities and associated values to the RAO. Responsible for UN-owned assets with common use and signs issue vouchers for common-use assets, or delegates the responsibility to the relevant UN Supervisor in the area of operations.

Competencies
Professionalism – Deep understanding of the Governance of delivery of services’ policy. Proven conceptual, analytical and evaluative skills, and the ability to grasp complex concepts; conduct independent research and analysis, identify issues and provide a logical approach to solving problems. Strong negotiating skills and ability to act strategically and tactfully. Planning and Organizing: Ability to establish priorities and to plan, coordinate and monitor own work plan and the work plans of those under his/her supervision; Communication – Proven communication (verbal, written and presentation) skills, formulating positions on issues, articulating options concisely conveying maximum necessary information, making and defending recommendations. Client Orientation – Ability to identify clients’ needs and appropriate solutions; ability to establish and maintain productive partnerships with clients. Strong negotiating skills and ability to influence others to reach agreement.



QUALIFICATIONS

Education
Advanced university degree (Master’s degree or equivalent) in business administration, finance, accounting or related fields. A first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree.

Work Experience
At least five years of progressively responsible experience in the fields of human resources management, field operations, logistics, general administration, financial regulations and budget. Knowledge of the UN rules, regulations and working practices pertaining to field missions is required. Experience in managing support services of international peacekeeping or military operations is highly desirable.

Languages
Fluency in spoken and written English and French is required.

Other Skills


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).   English and French are the two working languages of the United Nations Secretariat.  The United Nations Secretariat is a non-smoking environment.

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