ASSISTANT ADMINISTRATIVE OFFICER

at  United Nations

Org. Setting and Reporting
This position is located in the Office of the High Commissioner for Human Rights (OHCHR), Mexico Country Office, Mexico City. The incumbent reports to the Deputy Representative of the OHCHR Mexico Country Office.
Responsibilities
Within delegated authority, the Assistant Administrative Officer will be responsible for the following duties: Human Resource Management • Undertakes actions related to the administration of the Office’s 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. • Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Ensure direct communication with the Human Resources department at the headquarters, as well as with other key stakeholders, to address all relevant matters. Budget and Finance • Assists the financial planning and development of the field presence’s work program and budget; ensuring implementation align with resource allocations and programme budget; oversees the annual financial closing. • Using Umoja or Sap System or similar platforms, monitor budget/work program, on a regular basis, and reallocates resources as necessary. • Liaise with Headquarters, UNDP-Mexico, ECLAC and other counterparts to comply with administrative and financial rules and procedures. • Supports the implementation of procedures and systems for implementing the appropriate financial database. • Follow-up pending entitlements, payments and claims, while maintaining direct communications with suppliers and clients. • Contributes to the development of budgetary guidelines for the Office. General Administration • Performs other related administrative duties, as required (e.g., Operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software (Umoja) and systems). • Supervise and control the field presence’s files and records. • Coordination and supervision of support staff. • Perform other related work and duties as required.
Competencies
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. Able to analyse and interpret data in support of decision-making and convey resulting information to management. 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. 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.
Education
Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related field. A first-level university degree (Bachelor’s degree or equivalent) in combination with two additional years of qualified work experience may be accepted in lieu of the advanced university degree.
Job - Specific Qualification
Not available.
Work Experience
For candidates who hold a first level university degree, a minimum of two (2) years of experience in administration, finance, accounting, human resources management or related area is required. No experience is needed for candidates who hold an advanced university degree. Experience within the United Nations common system or similar international organization is desirable. Experience with an ERP system, including budget preparation modules, is desirable. Experience in the application of administrative/financial policies of the United Nations or similar international organisation is desirable. Experience working with a Talent Management System, such as Inspira, is desirable. Experience in the usage of spreadsheets and database packages is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Spanish (oral and written) is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Special Notice
Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. 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 in its staff. Female candidates are strongly encouraged to apply for this position.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. 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. 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.
No Fee

Please refer the Job description for details