Associate Administrative Officer

Client of United Nation careers

The incumbent:

• Coordinates required actions, processes and steps in support of the unit s human resources, administrative management, including, staff management, personnel records, employment details and attendance records,; processing requests for employment and payment of daily paid staff; coordinates with Human Resources Office/Department on recruitment processes, including drafting job descriptions, initiating vacancy announcements, and coordinating interviews; ensures compliance with human resource policies and procedure; facilitates onboarding and separation processes for staff members.
• Manges office operational budget and assigned project budget estimates; monitors expenditure and controls financial transactions in accordance with budgetary allocations; handles cash payments, maintains accurate records, and replenish funds as necessary; prepares financial reports and liaises with finance staff to ensure accuracy and completeness of financial records; prepares for and drafts responses to audit requests.
• Manages procurement activities, including tendering, quotations, and purchasing orders; maintains inventory records and ensures the provision of necessary supplies; serves as custodian for all IT equipment and furniture; coordinates maintenance and repairs; oversees logistical operations to ensure efficient functioning of the department; coordinates with property officer for survey and disposal of obsolete assets; as applicable, conducts regular inspections of the physical facilities, buildings, and storage areas across various offices/facilities, ensuring compliance with safety standards, identifying maintenance needs, and recommending corrective actions as necessary.
• Compiles, and analyzes statistical data related to departmental activities; initiates and responds to administrative correspondence; prepares regular and periodic operational reports; organizes meetings, workshops, and other events as required.
• Manages and oversees a team of administrative and general services assistants, providing guidance, assigning tasks, and ensuring efficient completion of office/departmental responsibilities; Responsibilities include team leadership, task management, training and development, quality assurance, workflow optimization, communication and coordination, problem-solving, and performance management.
• As applicable, establishes guarding schedules and oversees their implementation to secure the safety of the Agency s premises.
• Performs other duties as may be assigned by the supervisor.

Competencies

UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Functional: i. Planning and Organizing ii. Applying Technical Expertise iii. Coping with Pressure and Setbacks iv. Leading and Supervising v. Persuading and Influencing For guidance on how to prepare for competency-based interviews: https://hr.un.org/page/prepare-competency-based-interview/

Education

A first university degree from an accredited educational institution in business administration, finance, procurement or related field.

Work Experience

At least three years of experience in administrative work, human resources and / or office management is required.