Associate National Administrative Officer Full-Time

Overview of the Functions of the Post

The Associate National Administrative Officer is responsible for providing a range of operational services to the UNESCO Office in Maputo, in the areas of general administration, budget, financial, human resources, logistics, premises-related and security matters within the National Office.

He/She reports directly to the Head of Office with a functional reporting line to the Assistant Director-General for Administration and Management (ADG/ADM), or his/her representative in the Regional Office.. On matters of financial internal control he/she receives a delegated authority from the Chief Finance Officer as certifying officer.

He/She will receive policy guidance/ instructions from the Bureau of Financial Management, Human Resources Management, Division of Operations, Secuirty and Safety Section and Programme Sector Assistant Director-Generals on their respective areas of responsibilities.

General Administration

• 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.
• Analyse 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 work of the Administrative Unit staff/ workforce providing operational guidance and oversight to ensure the correct and consistent application of rules, regulations and procedures.
• Supervise the maintenance of proper inventory, filing and recording systems. Participate in the OMT to keep abreast of administrative matters, including budget, financial, logistics, human resources, premises-related and security matters in the duty station.
• Liaise with the relevant Units and Services within the Sector for Administration and Management on all issues relating to local UN operational harmonization and alignment and joint services, seeking clearance on those which may involve interpretation of, and deviation from, UNESCO’s current rules and procedures.

Finance & Budget

• Assist the Head of Office or the designate in budget preparation (recurring C/5 documents and related work plans, extra budgetary programmes and related project documents) and provide all relevant information required.
• Approve/ certify disbursements 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.
• Participate in monitoring execution of Regular Budget and extra-budgetary resources and provide analysis, technical information, findings and recommendations to the Head of Office to facilitate their revision and timely reallocation of resources.
• Prepare, analyse and evaluate information from financial records and provide data on budget execution to the Head of Office or Programme Specialist. Prepare recurring reports on programs, projects and office accounts; participates in the preparation of special reports.
• Brief and provide guidance to staff within the office on the application of routine finance rules, regulations and procedures. Maintain contacts with staff in similar positions in other duty stations and ADM services to obtain guidance and intepretation related to non-recurring and complex matters.
• In line with the Organization’s policies and procedures, and with due regard to the requirements of the Office, analyze the Office’s work modalities and operational practices in order to make recommendations for their adjustment, a need be.
• Ensure that financial actions are taken in accordance with local financial and banking regulations and UNESCO policy, and with due regard for efficiency.

Human Resources

• Assist in processing personnel actions (recruitment, extension, conversion of appointments, update of Job Descriptions). Analyse and evaluate individual cases and make recommendations for action.
• Keep up to date the Office organizational chart and the lists of Office personnel and their dependents.
• Interpret and apply the organization’s human resources rules, regulations and policies.
• Respond to routine queries of staff on their rights, duties, conditions of service and administrative steps and procedures, and refer them to the appropriate HR staff (including HR Business partner in the Regional Office, if applicable).
• Administer day to day HR issues within the Office and ensure appropriate and timely follow-up with the relevant Programme Sectors, PAX and with HRM sections.
• 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.

Logistics, Asset Management and Security

• Monitor the maintenance, upkeep and operation of the technical facilities and installations, keeping risks to a minimum: healthy and safe working environment; effective local area network, individual work stations, printers and photocopying machines, communication facilities; functioning cars; etc.
• Coordinate the-good maintenance of equipment, furniture and vehicles. Ensure that the assets of the organization are safeguarded at all times.
• Ensure that appropriate insurance coverage for premises, vehicles and equipment is in place and timely renewed. .
• Maintain contact with the Office’s host country authorities on logistical matters as per Host Country Agreement.
• As applicable, assist the Head of Office or the designate in the negotiation of lease agreements.
• Assist in procurement planning for contract actions which are well-defined, for which precedent exists and which are limited to “one-country” market; 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. Assist the Head of Office in follow up of UNDSS recommendations.
• Ensure compliance of staff with security travel requirements and monitor completion of mandatory security trainings.

Required Qualifications

Education

• Advanced University degree (Master’s or equivalent) in the field of Finance, Business Administration, Accounting, or related discipline.
• A first-level university degree in combination with two additional years of qualifying experience in administration and finance may be accepted in lieu of the advanced degree.

Work Experience

• Minimum two years of 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 and providing advice to others.

Skills and Competencies

• Ability to supervise, coordinate and monitor work plans and 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.
• Good IT skills, knowledge of ERP and financial, human resources or administrative management tools.
• Capacity to analyse 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 United Nations Department of Saferty and Security (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.

Desirable Qualifications

Work Experience

• Experience working in an international organization and/or the United Nations.

Skills and Competencies

• Familiarity with UNESCO’s work and mandate in the country.

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian and/or Spanish).