Administrative Officer

COMPANY PRESENTATION

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**Org. Setting and Reporting**

This position-specific job opening is being advertised for the position of Administrative Officer (Head of Administration and Finance Unit) in Panama City, Panama. The incumbent will report to the Head of Office, OCHA Regional Office for Latin America and the Caribbean (ROLAC).**Responsibilities**

Within delegated authority, the Administrative Officer will be responsible for the following duties:

- Human Resources Management- Initiates and coordinates requests and follow-up with UN agencies providing administrative and human resources services
- Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Represents the Department/Unit at Departmental Panels and appointment bodies.
- Reviews post incumbency reports for purposes of vacancy management and staffing table control.
- Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.

Budget and Finance- Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
- Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
- Establishes and maintains a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.
- Carries out administrative tasks necessary for the functioning of the Unit, including preparation of budgets, assigning and monitoring performance parameters and critical indicators, reporting on budget performance, and preparation of inputs for results-based budgeting.

General Administration- Implements and monitors support services, including procurement of supplies and services; transport, travel and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements.
- Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues.
- Undertakes regular surge and support deployments in response to humanitarian emergencies in the region and beyond, as requested.
- Coordinates administrative support to OCHA offices in the region, including providing inputs and advice for work planning and resource allocation as needed, and oversees the establishment, downsizing and closure of OCHA operations in the region, as needed.
- Coordinates administrative support services; transport, travel and traffic, communications, and information technology support for OCHA offices in the region, as requested.
- Produces major/complex reports for management.
- Provides expert guidance and leadership to more junior staff.
- Performs other related duties as required, e.g., reviews of Secretariat offices and departments at headquarters/missions, operational travel programme, adequacy of departmental space requirements, and technology requirements.
- Performs other related work as required.

**Competencies**
- PLANNING and ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority 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.
- 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.

**Education**
- An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law, or related field is required. 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.

**Work Experience**
- A minimum of seven (7) years of progressively responsible experience in administration, finance, human resource management, or related areas is required.
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