Administrative Officer

The Administrative Officer serves as special assistant to the Director of the Division of Headquarters Safety and Security, providing strategic executive support, coordinating external engagements, and managing Member State relationships and protocol matters. The role includes oversight of human resources, budget and finance, general administration, and business continuity planning within the Department of Safety and Security.

Responsibilities

• Effectively coordinates actions relative to the administration of human resource activities, 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.
• Leads preparation and implementation of the work programme, ensuring financial resources are utilized according to the Programme Budget and allotments.
• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress.
• Coordinates the production of programme reports.
• Defines requirements and works with systems units to improve budget reporting systems and cost-effective utilization of program resources.
• Develops and implements procedures to ensure accounting and financial management controls are consistent with UN policy and practice.
• Provides support to cost-recovery programme budget in support of external conferences and special events.
• Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
• Provides guidance and leadership to more junior staff.
• 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.
• Reviews adequacy of departmental space requirements.
• Oversees identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• Collects and analyses data to identify trends or patterns and provide insights through data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Serves as the Departmental focal point for business continuity planning (BCP) and the organizational resilience management system (ORMS).
• Performs other related work as required.

Requirements

• 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 two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.
• At least two years of experience in data analytics or related field is desirable.
• Experience providing administrative support to security organizations in headquarters locations is desirable.
• Experience in a deployed setting supporting security entities in the management of external conferences and events is desirable.
• English is required at UN Level III for reading, writing, listening and speaking.
• French is desirable at UN Level II for reading, writing, listening and speaking.

Skills

• Business Administration
• Public Administration
• Finance
• Accounting
• Law
• Administration
• Human Resources Management
• Data Analytics
• Administrative Support
• Security Organizations
• Conference management
• Event Management
• Budget Management
• Finance Management
• Human Resources Oversight
• Business Continuity
• Protocol Management

Languages

English, French