Associate Administrative Officer

The Associate Administrative Officer will support human resource management, budget and finance, performance management and training, and general administration within the UN Support Office in Haiti. The position is based in Santo Domingo and involves coordination with various UN and local entities to ensure effective administrative support.

Responsibilities

• Assist actions related to the administration of the unit’s human resource activities, ensuring consistency in the application of UN rules and procedures.
• Provide general information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Support hiring manager in recruitment process including coordinating in forecasting and identifying vacancies, preparing job openings.
• Assist in the preliminary review, prepare and submit selection recommendation to HR.
• Arrange and conduct interviews for selection of candidates.
• Assist the supervisor in ensuring that expenditures related to staffing are within the budgeted staffing costs, coordinating with the Finance and Budget Units to ensure availability of funds.
• Maintain contacts with the Integrated Mission Training Center to organize training/orientation programmes in performance management and supervisory skills as well as work plans.
• Research and identify training opportunities for HR staff as well as staff in general, and plan and prepare the mission training budget in coordination with the integrated training service.
• Assist with the development of training programmes staff, giving particular attention to developing and implementing career development paths for national staff members.
• Assist in developing the unit’s work program and budget; analyse inputs and formulate resource allocations by work program, or business processes.
• Using Umoja, monitor budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocate resources as necessary.
• Follow-up pending entitlements, payments and claims.
• Contribute to the development of budgetary guidelines for own unit.
• Assist in the development of change management plans, including coaching and training and report on possible gaps and risks and recommend corrective action.
• Assist with the development of a communication strategy with a dedicated intranet page on HR issues and regular formal and informal meetings.
• Assist in reviewing and processing requests for classification, providing advising and answering queries on classification procedures and processes.
• Conduct research on precedents, policy rulings and procedures.
• Maintain information systems, including constant update and generation of information and reports for use by management.
• Supervise support staff as required.
• Perform other related administrative duties, including 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.
• Contribute to the collection and analysis of data and identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
• Document requirements and background information used for data analysis.
• Facilitate and coordinate visa request for newly recruited international staff, consultants and UNSOH visitors.
• Arrange or receive, introduce and arrange office accommodation for newly arrived staff.
• Liaise with relevant Government authorities as required for facilitating national administrative requests.
• Liaise and facilitate the issuance of G4 visa related to official travel.
• Prepare meetings of the Head of Office/ Senior Management with officials from the host country (liaison).

Requirements

• An advanced university degree (Master’s or Doctorate degree, or equivalent) in business or public administration, human resources management, finance, accounting, social sciences or related field is required.
• A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of four years of progressively responsible experience in administration, finance, accounting, human resources or management is required.
• The minimum years of relevant experience is reduced to two years for candidates who possess a master's degree.
• UN field mission experience or other UN Agencies or international field experience is required.
• Familiarity with function-related provisions of United Nations Rules, Regulations, Manuals and Policies is desirable.
• Specific knowledge of the UN administrative electronic tools, such as Umoja, is desirable.
• English and Spanish are required at UN Level II for reading, writing, listening, and speaking.

Skills

• Human Resources Management
• Budget Management
• Financial Accounting
• Performance Management
• Training Coordination
• General Administration
• UN Field Office Experience
• UN Administrative Rules
• Umoja
• Administration
• Finance
• Accounting
• Management

Languages

English, Spanish