The United Nations Institute for Disarmament Research (UNIDIR) is an autonomous institution within the United Nations that conducts independent research on disarmament and related problems, particularly international security issues. The vision of UNIDIR is a stable and more secure world in which States and people are protected from threats of arms-related violence. The role of UNIDIR is to support Member States, the United Nations and policy and research communities in advancing ideas and actions that contribute to a more sustainable and peaceful world. UNIDIR is based in the Palais des Nations, Geneva.

Responsibilities

Under the supervision of the Executive Officer, the Associate Administrative Officer shall perform the following duties:

Human Resource Management

In close coordination with UNIDIR’s HR service providers:

• Undertake actions related to the administration of UNIDIR’s human resources, e.g., job classification, recruitment, performance appraisal, extension, separation, etc., ensuring consistent application of UN rules and procedures.
• Provides advice and support to managers and personnel regarding conditions of service, duties and responsibilities, and privileges and entitlements under applicable UN Staff Rules and Regulations, Administrative instructions, Consultancy and Individual Contractor conditions, and UNIDIR’s Statute.
• Maintains up-to-date information on personnel and provides information on the Institute’s human resources.

General Administration

• Contributes to the preparation of various written outputs, e.g. project proposals, implementation reports, statements, sections of reports and studies, internal guidance and procedure, etc.
• Coordinates procurement and requisition processes with UNIDIR’s service providers and purchasing authorities to ensure that bidding and approval processes meet required timetables.
• Performs other related administrative duties as required (e.g., raising travel requests and other travel-related actions, supporting the organization of in-person, online and hybrid events, monitoring accounts and payment to vendors and individual contractors for services, etc).
• Support to Institute special projects, including in the area of change management.
• Provides direction and guidance to junior personnel as required.
• Performs other duties as required

Budget and Finance

• Assists in developing the Institute’s work programme and budget; analyses inputs and formulates resource allocations by programme and/or project.
• Monitors budget/work programme with respect to United Nations Regular budget, trust funds and grants, on a regular basis and reallocates resources as necessary.
• Supports the implementation of various finance, budget and grant management processes and procedures, including performing transactions within the United Nations Enterprise Resource Planning tool.

Schedule for the Proposed Work

A workplan for the duration of the contract will be established within the first two weeks of the contract. The Associate Administrative Officer will have regular communication with the Executive Officer in order to set assignments within the workplan and monitor progress. The Associate Administrative Officer will inform the Executive Officer if there are any issues concerning meeting agreed deliverables and deadlines.

Performance Indicators

The Associate Administrative Officer will be evaluated at the end of the contract. Performance indicators include:

• Assignments are completed on time and to the satisfaction of the Executive Officer.
• Engagement is professional, team oriented and positive.
• Active participation in the activities of Institute.
• The Associate Administrative Officer demonstrates the core values of the UN and the core competencies described below in the discharge of their duties.

The Associate Administrative Officer is always to demonstrate the core values of the United Nations: Professionalism, Integrity, and Respect for Diversity.

In addition, in this role, the Associate Administrative Officer will demonstrate the following competences:

• Professionalism: Substantive knowledge in the area of administration, finance, accounting, human resources management or related areas; familiarity with UN regulations and rules including on human resources, finance and budget, procurement and travel; proven capacity in planning and risk analysis; 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 and 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.
• Team Work: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others ; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Communication: 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

Qualifications and Experience

Education

Required: Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting, law or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

• A minimum of 2 (two) years of progressively responsible experience in administration, finance, accounting, human resources management or related areas is required.
• Experience with the administration of Human Resources including recruitment of staff, consultants, and personnel management within a large organization is required.
• Experience with budget preparation and cost estimates is desirable.
• Hands-on experience with an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable.
• Familiarity with United Nations administrative rules, regulations, and policies is desirable.
• Experience coordinating and supporting the organization of international meetings/conferences (in-person, online and or/in hybrid format) is desirable.
• Experience working in a Front Office (Head of Office/Department) and/or an Executive (Administrative) Office is desirable.

Language

For this consultancy, fluency in English (both written and oral) is required. Knowledge of another official United Nations language is strongly desirable.

How to apply

The applicant should submit:

• A cover letter
• A PDF of a UN Personal History Profile (PHP) created via Inspira
• Name and contact details of three references.

Applications should be sent as email attachments, with the subject line “Application: Associate Administrative Officer” to E-Mail schreiben. No applications will be accepted by post. Deadline for submission of applications is 22 January 2024. Closing date is midnight Geneva time.

Please note

Due to the high volume of applications received, only shortlisted candidates will be contacted. Should you move forward in the process, you may be contacted for further assessment.

UNIDIR promotes the core values of the United Nations: Integrity, Professionalism and Respect for Diversity.

UNIDIR is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.