ADMINISTRATIVE OFFICER

This position is located in the Office of the Chief of Mission Support (CMS) within the United Nations Office for West Africa and the Sahel (UNOWAS), duty station Dakar, Senegal. As the principal advisor and direct support to the Chief of Mission Support, the Administrative Officer also serves as Head of the Supply and Facilities Management Unit for both UNOWAS and the Cameroon-Nigeria Mixed Commission (CNMC). In this dual capacity, the Administrative Officer plays a central role in ensuring the effective management of mission support operations, supply chain, and facilities services across all locations. The Administrative Officer contributes to the implementation of the mission mandate by providing professional, logistical and administrative support required for the fulfilment of the mandate. The incumbent’s responsibilities extend to UNOWAS and CNMC field offices operating across three countries, requiring close coordination with diverse mission components and external stakeholders. This includes regular engagement with government officials, UN agencies, funds and programmes in mission areas, as well as collaboration with colleagues at UN Headquarters.

Within delegated authority, the Administrative Officer in the Office of Chief of Mission Support (coordinating Finance & Budget, Human Resources, General Administration, Supply and Facilities Management) is responsible for the following duties: Human Resource Management • May represent the mission at Departmental Panels and appointment bodies on Administrative and Logistics related and participate in interview panels for recruitment of administrative personnel (both international and national). • Supports the CMS in the recruitment of national and international staff within Mission Support, including vacancy management and staff selection process. • Participates in the development and the management of orientation / induction programs for newly recruited staff members • Ensure that documentation and SOPs, policy, guidelines and procedures are in place and easily accessible to other staff. Budget and Finance • In cooperation with Finance and Budget unit and other Mission Support units, plans and forecasts financial and logistical requirements of all concerned Mission components. • Review, analyse and prepare cost estimates and budget proposals for the supply and facilities unit. • Serves as Certifying Officer, Bank Signatory, and Travel Shipment Approver under the UN Financial Rules and Regulations, ensuring compliance of expenditures with approved budgets and delegated authority • Coordinates the provision of information needed to respond to audit observations/findings. Supply-chain and Facilities Management • Provide updates and policy guidance to the CMS on the operations and maintenance of office buildings, bringing up issues that are urgent and recommend solutions. • Coordinate procurement, receipt, storage, and distribution of goods and services. • Maintain accurate inventory and asset records; and conduct periodic stock verification. • Support procurement process through preparation of specifications and requisitions. • Oversee day-to-day operation, maintenance, and upkeep of office buildings, residences, warehouses, and common facilities. • Plan and supervise preventive and corrective maintenance of electrical, mechanical, plumbing, HVAC, and structural systems. • Coordinate cleaning, landscaping, pest control, waste management, and other facilities services. • Monitor supply and facilities-related contracts and certify services for payment. • Ensure compliance with safety, security, and environmental standards. • Prepare routine and ad-hoc reports on supply, assets, and facilities status. General Administration • Develops, prepares, and monitors Mission Support work plans and its implementation, strategies and assigned programme areas for the administrative activities of the Mission and assists in securing the required human and financial resources. • Monitors the exercise of delegated authority of the Head of Entity across human resources, Finance, Property Management, Protocol and Travel functions, ensuring adherence to the established UN policies, procedures and internal control requirements, and acts as delegation of authority portal administrator • Coordinates the preparation, implementation, and reporting on the annual Mission Support work program. • Negotiates administrative agreements covering cost sharing, service provision, memorandum of understanding, service level agreements with UN and non-UN partners. • Supports the Office of the Chief of Mission Support in liaising with all Mission components on administrative issues/activities, and provides advice as appropriate • Liaises with local authorities, UN / Agencies / Funds and Programmes or other parties on behalf of Chief Mission Support and other management pillars and represents the mission at regular UN System meetings for Operations Management Team (OMT) and Business Operations Strategy (BOS) 2.0. • Supports the CMS with facilitating audits and tracking the implementation of audit recommendations. • May represent Chief Mission Support and the mission in various standing Boards and Committees, such as Property Survey Board (PSB), Vehicle Establishment, Occupational Health and Safety, etc • Produces major/complex reports for management. • Drafts guidelines, reports, and correspondence on a wide range of issues for CMS and ensures adherence to relevant UN rules and regulations and policies • Drafts various administrative memos and responses to correspondence required from CMS on administrative/policy documents. • Assures the maintenance of records for the Office of the Chief of Mission Support. • Provides guidance and leadership to junior staff under his / her supervision. • Undertakes tasks and special projects as requested. • Performs any other duties as may be required.

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. • 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. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Teamwork: 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.

Advanced university degree (Master’s degree or equivalent) in business or public administration, management, finance, economics, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Not available.

A minimum of seven years of progressively responsible experience in administration, budget, finance, accounting, human resources management, or related field is required. Experience working within the UN system is desirable. Knowledge of IPSAS and UMOJA is desirable.

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located.

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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.