Organization: UN Office for the Coordination of Humanitarian Affairs
Org. Setting and Reporting
This position is located in the Operations and Advocacy Division, Office for the Coordination of Humanitarian Affairs (OCHA), which is part of the United Nations Secretariat responsible
for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate
human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. This temporary job opening is being published for the position of Administrative Officer in Gaziantep, Turkey. The Administrative Officer reports to the Head of Office, OCHA Turkey.
Within delegated authority, the Administrative Officer will be responsible for the duties listed below. However, given the special temporary nature of UNMM, tasks and responsibilities may, from time to time, alter depending on the exigencies of UNMM.
I. 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.
• In collaboration with the UNMM Security Officers, assists in ensuring Minimum Operation Security Standards (MOSS) compliance for vehicles, office and residential premises. Ensures proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets. Oversees the identification of office technology needs and maintenance of equipment, software and systems.
• Reviews adequacy of departmental space requirements.
• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
II. 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.
• Represents UNMM at meetings on administrative issues such as national salary scales, common services, premises, etc. Supervise, on a regular basis, national administrative staff, ensuring support and mentoring.
III. 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 the 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.
• Monitors and follows up on outstanding NGO and UN Agency reports for grants and allocation provided to third parties. Prepares payroll for national staff and follows up with the local service providers on monthly payment orders for international staff to ensure timely payments.
• Provides guidance and leadership to more junior staff.
• Performs other related work as required.
• 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.
An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area is required. A first-level university degree in combination with an additional two years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management, or other related area is required.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
• This Temporary Job Opening (TJO) is opened to internal and external candidates. The duration of the temporary appointment/assignment is until 31 December 2018, with the
possibility of extension (subject to extension of the mandate and/or availability of funds), and the selected candidate is expected to be deployed as soon as possible.
• 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
withinthose 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 orcurrent 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.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position isfor 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
• 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.
• 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 right saw and international humanitarian law.
• 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 theupper right side of inspira account holder homepage.
• Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant
ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot
be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the
• Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
• Candidates found suitable and not selected for the announced duty station, may be selected for deployment to other duty stations. The selection will be for similar functions with similar requirements at the same level.
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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.