Associate National Administrative Officer

OVERVIEW OF THE FUNCTIONS OF THE POST

The National Associate Administrative Officer is responsible for providing a range of administrative services to the UNESCO National Office, in the areas of general administration, budget, financial, human resources, logistics, premises-related and security matters within the National Office.
The incumbent reports directly to the Head of Office with a functional reporting line to the Assistant Director General for Administration (ADG/ADM). S/he will receive policy guidance/ instructions from the Bureau of Financial Management, Human Resources Management, Division of Operations, Security and Safety Section and Programme Sector ADGs on their respective areas of responsibilities.  On matters of financial internal control, s/he receives a delegated authority from the Chief Financial Officer as certifying officer. Specifically, the incumbent shall:

Long Description

General Administration and Logistics 

• Assist the Head of the Office in the decision-making related to administrative matters, by providing regular information, updates, analysis, findings of reviews and guidance related to budget, financial, human resources, logistics, premises-related and security matters, within the National Office.
• Analyze operational requirements and practices of the National Office and make recommendations to assist the Head of Office and the programme specialists in finding responsive and effective solutions with a view to benefit programme implementation.
• Supervise the maintenance of proper inventory, filing and recording systems. Supervise the maintenance, upkeep, safeguard and operation of the assets, technical facilities and installations, keeping risks to a minimum.
• Maintain contact with the Office’s host country authorities on logistical matters as per Host Country Agreement.
• Assist the Head of Office or the designate in the negotiation of lease agreements.
• In line with rules and procedures, assist in procurement planning for contract actions; ensure follow-up action to contract award and that the deliverables are in conformity with the specifications and terms of contracts.
• Act as focal point for safety and security of UNESCO personnel and assist the Head of Office in ensuring compliance with prevailing UN Common security policies, procedures and standards.

Finance and Budget

• Assist the Head of Office or the designate in budget preparation.
• Participate in monitoring execution of Regular Budget and extra-budgetary resources.
• Certify commitments and payments up to an authorized level.
• Ensure that the National Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequately implemented.
• Brief and provide guidance to staff within the office on the application of routine finance rules, regulations and procedures.

Long Description

Human Resources Management

• Ensure that personnel actions (recruitment, extension, conversion of appointments, update of Job Descriptions) are taken in accordance with UNESCO Rules and Regulations. Analyse and evaluate individual cases and make recommendations for action.
• Interpret and apply the organization’s human resources rules, regulations and policies.
• Oversee accurate and timely recording and update of data in the human resources management information systems and facilitate related training to support staff whenever required.

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)

Education

• Advanced university degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting, or closely related discipline.

Work Experience

• Minimum two years of progressively responsible relevant experience in management, finance and administration or related area.
• Experience in budgeting, contracting and monitoring.
• Experience in identifying solutions and making recommendations within the framework of internal guidelines and procedures.
• Experience in ensuring compliance with rules & regulations and administrative processes.

Skills and competencies

• Knowledge and understanding of institutional UNESCO mandates in the country.
• Ability to coordinate and monitor own work plan and those under his/her supervision.
• Ability to provide quality and timely support and services.
• Ability to provide guidance in the financial and administrative management of extra budgetary projects.
• Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
• Ability to lead, manage and motivate staff and teams.
• Ability to take initiative and seek innovative ways to improve results.
• Good IT skills, Knowledge of ERP and financial, human resources or administrative management tools.
• Capacity to analyze operations, identify risks and opportunities, propose mitigation measures and to establish adequate monitoring framework in line with office implementation capacity.
• Ability to collaborate with the Designated Official for Security and with the UNDSS Chief Security Advisor on all security-related issues; including participation in Business Operation Strategy (UN BOS).

Languages

• Excellent knowledge (spoken and written) of English and Nepali.

DESIRABLE QUALIFICATIONS

Work Experience

• Experience in leading and supervising staff and teams.
• Experience working in UN or international organizations.

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS

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