Vacancy title:
Senior Administrative Officer

Jobs at:
United Nations Regional Service Centre Entebbe ( RSCE )

Deadline of this Job:
27th June 2017

Duty Station:
Entebbe, Uganda

Job details:
Job Opening Number: 17-Administration-RSCE-79895-J-Entebbe (M)
Reports to: Chief, Regional Service Centre Entebbe (RSCE)
Job Grade: P5

About RSCE:
The Regional Service Centre Steering Committee is the decision-making body for RSCE, in compliance with General Assembly resolutions, United Nations Secretariat rules and regulations, strategic guidance from United Nations Headquarters and oversight bodies. The Steering Committee consults with the Global Field Support Strategy Implementation Coordination Team, as required.

The Regional Service Centre, as approved by the Member States, is owned, managed and staffed by the regional missions it serves. This framework reinforces the existing missions’ chain of command structures and lines of authority in a manner that does not create an additional layer between Headquarters and the regional missions. It also ensures that staffing for RSC.

Job Summary: The Senior Administrative Officer will serve as head Deputy Chief of the Regional Service Centre Entebbe (RSCE). The incumbent is to provide support to the Principle Administrative Officer (Chief RSCE) in the administration and running of the RSCE, while also being responsible for project management, quality assurance matters as well as streamlining the processes in the RSCE involving various systems in place. The post manages all budget and performance reporting activities. The post also manages the activities of 5 sub-unites that fall under his direct supervision.

Key Duties and Responsibilities: Under the direct supervision of the Principle Administrative Officer (Chief RSCE)), the Senior Administrative Officer (Deputy Chief RSCE) will perform the following functions:
• Assist the Principal Administrative Officer (Chief RSCE) in the overall management of support services to all Centre components by planning, coordinating and delivering administrative and logistical services including management of staff and budgetary resources;
• Act as the focal point and advisor to Principal Administrative Officer (Chief RSCE) and other Centre staff on all matters pertaining to the administration of resources of the Centre;
• Actively contribute to the implementation of the Centre/office mandate by providing the necessary managerial, logistical and administrative support required for the fulfillment of the mandate;
• Establish a set of sound procedures, practices, standards and tools that are consistent with UN policy and practice in order to ensure proper budget, accounting, financial, property and human resources management and control;
• Ensure development, preparation, coordination and monitoring of overall work plans, strategies and programs for the administrative and service support activities of the Centre and takes the lead in securing the required human and financial resources for the Centre;
• The jobholder will also advocate for, and ensure through collaboration with all stakeholders, the implementation of the Global Service Delivery Model and other relevant DFS or Organizational strategic initiatives and allows for efficiencies wherever possible;
• Provide guidance, support and supervision to senior support staff;
• Build and manage relationships, through the compliance unit, with audit and evaluation services as appropriate;
• Ensure provision of guidance, performance evaluation, supervision and mentoring to all administrative and support service staff in the areas of his/her responsibility;
• Provide effective management of human, financial and material resources of the Centre;
• As part of the pool of certifying officers, certifies Centre expenditure as per authority delegated by the UN Controller;
• Plan and oversee the management of activities of the subunits of his/her office. Ensure that substantive work programmes and activities are carried out in a timely manner. Coordinate, manage, and supervise diverse projects undertaken by the subunits. Provide substantive reviews of drafts prepared by others in the subunit under his/her responsibilities.
• Serve as the Principal Administrative Officer (Chief RSCE) during his/her absence; and performs other related duties as required

Qualifications, Skills and Experience:
• The ideal candidate for the United Nations Regional Service Centre at Entebbe (RSCE) Senior Administrative Officer job opportunity should hold an advanced university degree (Masters or equivalent) in business or public administration, human resources management, finance, accounting, or related area. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of ten years of progressively responsible experience in administration, human resource management, finance, accounting, logistics, or related area. Finance experience and/or qualifications must be sufficient to meet Department of Management (DM) requirements for designation. Experience working with UN rules and procedures is desirable.
• Prior United Nations experience, particularly with a United Nations field operation and/or professional experience with UN agency in the field, is highly desirable.
• Languages: Fluency in English (both oral and written) is required. Knowledge of another UN language is an advantage.

Personal Competencies:
Professionalism:
• Provides support to the Principal Administrative Officer (Chief RSCE) in the administration and running of the RSCE, while also being responsible for the project management, quality assurance matters as well as streamlining processes in the RSCE involving various systems in place.
• 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.
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 the audience
• Demonstrates openness in sharing information and keeping people informed
Accountability:
• Takes ownership of all responsibilities and honours commitments
• Delivers outputs for which one has responsibility within prescribed time, cost and quality standards
• Operates in compliance with organizational regulations and rules
• Supports subordinates, provides oversight and takes responsibility for delegated assignments
• Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Managerial Competencies:
Managing Performance:
• Delegates the appropriate responsibility, accountability and decision-making authority
• Makes sure that roles, responsibilities and reporting lines are clear to each staff member
• Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills
• Monitors progress against milestones and deadlines
• Regularly discusses performance and provides feedback and coaching to staff
• Encourages risk-taking and supports creativity and initiative
• Actively supports the development and career aspirations of staff
• Appraises performance fairly
Judgement/ Decision-making:
• Identifies the key issues in a complex situation, and comes to the heart of the problem quickly
• Gathers relevant information before making a decision
• Considers positive and negative impacts of decisions prior to making them
• Takes decisions with an eye to the impact on others and on the Organization
• Proposes a course of action or makes a recommendation based on all available information
• Checks assumptions against facts
• Determines that the actions proposed will satisfy the expressed and underlying needs for the decision
• Makes tough decisions when necessary

NB: The United Nations does not charge a fee at any stage of the recruitment process (Application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts.

Job application procedure
All suitably qualified and interested candidates desiring to serve the United Nations Regional Service Centre at Entebbe (RSCE) in the aforementioned capacity should express their interest by visiting the UN recruitment website and clicking Apply Now.
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