Administrative Officer, P-4, Geneva

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 150 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.

The position is part of the Administrative Management Unit, in the Resource Planning and Management Section of the United Nations Office for Disaster Risk Reduction (UNDRR) in Geneva, Switzerland. The incumbent reports to the Chief Resource Planning and Management Section (RPMS).

Within delegated authority, the incumbent will be responsible for the following duties:

1) General Administrative Management:

1. Under the supervision of the Chief, RPMS, contributes to the work programme of the Section in collaboration with the Human Resources, Budget and Finance and Planning and Monitoring Units determining priorities, and allocating resources for the completion of outputs and their timely delivery. Together with other heads of Units, contributes to the planning, organization and implementation of support services, setting clear targets and indicators for his/her Unit, and monitoring performance of the Unit against these targets. Ensures that outputs produced by his/her Unit maintain high-quality standards and reflect a strong client orientation. Gathers and documents regular and systematic feedback from clients and proposes corrective action to address identified gaps and challenges.
2. Provides authoritative advice and support to the Chief, RPMS and senior management in all areas related to administrative management pertaining to areas under the purview of this role, including correct operational modalities and related administrative policies/procedures, etc. Provides advice and guidance, including training, to headquarters and field staff on administrative policies and procedures. Develops and maintains SOPs on administrative processes and procedures. Monitors compliance with procedures, internal controls and key performance indicators, standards and tools that are consistent with UN policy and practice in administration and conference management. Produces major/complex reports for management. Ensures effective knowledge sharing and support to all key staff across the department in the implementation of these policies and procedures.
3. Prepares, reviews, and clears all implementing partner agreements, including UN to UN agreements, for management approval, manages the call for proposal process and manages the processing cycle on the grantor module in the ERP. Provides timely advise to Programme Officers on grants out and seeks appropriate internal legal advice as needed. Reviews funding agreements, ensuring compliance with UN Regulations and Rules and other internal guidance, prior to submitting for management approval.
4. Acts as Certifying Officer under Financial Rule 110.
5. Acts as the Secretary to the Grant Committee (grants to implementing partners). Manages and monitors the grants to implementing partners process.
6. Carries out programmatic/administrative tasks necessary for the functioning of his/her Unit. Oversees recruitment of staff for the Unit, taking due account of geographical and gender balance and core institutional values. Plans, organizes, manages, and supervises the work of the Unit. Manages, guides, and provides regular feedback on performance of staff under his/her supervision. Provides coordination, support and backstopping for the Resources Planning and Management Section as required.

2) Office management / Property and inventory control:

1. Oversees all administrative aspects of office set-up, management and closing of UNDRR offices and presences across all regions. Oversees and monitors support services including crisis management, contract management, procurement, official travel, communications, and information technology support. Reviews the adequacy of office space requirements, and technology requirements.
2. Prepares and advises on UNDRR Memorandum of Understandings with a range of partners, including host-country agreements, UN service provider agreements and others.
3. Manages UNDRR assets and inventory to ensure the proper utilization and upkeep of premises. Creates plans for regular replenishment of inventory based on allocated budget. Proposes additional works that may be necessary outside of the approved plan and budget for approval by the Chief, RPMS.
4. Performs main certifying officer duties for staff and non-staff official travels and ensures their compliance with applicable UN regulations and rules. Trains certifying officers in travel. Participates in monthly travel policy meetings held by Headquarters. Monitors travel statistics. Develops and monitors travel-related guidance; reviews ad-hoc and special DSA requests and reports exceptions to administrative instructions to Headquarters. Maintains UNDRR support services sharepoint site. Ensures the timely certification of travel expense claims and advises on cost recovery.
5. Acts as the focal point for emergency support for travel related matters and is on call outside of Geneva working hours for coordination with the travel unit/ travel agent for trouble shooting.
6. Maintains and further strengthens relationships with local authorities where UNDRR has an office, including consular offices and Ministries of Foreign Affairs, to facilitate the issuance of visas for staff members, consultants, and meeting participants.
7. Advises and assists staff members on all matters related to official travel including by providing guidance on the issuance of UNLP and visas. Reviews and certifies requests for UNLPs. Liaises with UNOG counterparts as necessary.

3) Conference management:

1. Reviews and advises on requests from UNDRR offices for meetings and manages UNDRR calendar of meetings.
2. Proactively advises senior management and staff on logistics, financial and other requirements related to the organization of meetings and conferences. Assists in the preparation of the terms of agreement, Letters of Exchange or host country agreements for meetings/conferences, and responds to conference service-related queries from staff, governments and major stakeholders, and non-UN staff. Leads in the conceptualization of the support and implementation of the Global and Regional Platforms.
3. Oversees all logistical aspects related to the set-up of UNDRR conferences, and other large events; coordinates with internal and external partners (i.e. accreditation, registration, security, protocol, interpretation) for the successful delivery of such events.
4. Assists in the procurement of goods and services for conferences as appropriate including through service provider entities.
5. Develops and implements policies and best practices regarding conference services to meet UNDRR needs and ensures proper planning, servicing, and monitoring of such events and client satisfaction in collaboration with UNOG counterparts.

4) Performs other related duties as requested.Minimum Requirements:

Advanced university degree (Master's degree or equivalent) in business or public administration, financial and resource planning, accounting, law, or a related area is required. A first-level university degree in combination with two years of qualifying experience may be accepted in lieu of the advanced university degree.

A minimum of seven years of progressively responsible experience in administration, finance, budget, law, human resources, or related field is required.

Experience working with Umoja, or similar ERP system is required.

Experience in supporting the preparation and logistics of large global conferences is required.

At least three years of experience reviewing funding proposals or complex legally binding agreements is required.

Experience working in an international organization such as the United Nations or similar is desirable.

Experience supervising a team is desirable. Experience supporting a decentralised office is desirable.

English and French are the working languages of the United Nations. For this position, fluency in English (both oral and written) is required. Knowledge of French is desirable. Knowledge of another UN official language is desirable.

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Due to the nature of the work involved, full time office presence is required for this position. This position may require regular travel to support meetings and conferences, the incumbent must be willing and available to travel, sometimes on short notice.

The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile 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.

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