Organization: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: 61535
Reports to: Chief of Section, Administration (Service Delivery Manager)
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 Administrative Officer (Service Line Manager) will mainly provide support in the overall management of a service line within the Service Delivery Model of the RSCE. The Service Line Manager at this level is responsible for a fully integrated and regulatory-compliant Service Line within Service Delivery of the RSCE. The incumbent provides advice to staff members and managers, covering sub-functional specialties in relation to the activities of their Service Lines, such as financial management, human resources planning, staffing aspects of the budget for the service lines, ensuring client satisfaction and performance targets are met and accountabilities are strengthened in line with the terms of reference of the Service Line.
Key Duties and Responsibilities: Within delegated authority, and on behalf of the Service Line, the Administrative Officer (Service Line Manager) is responsible for the following:
· Manages the achievement of RSCE key performance indicators (KPIs) and all Service Level Agreement (SLAs) components for RSCE projects/programmes/operations related to the respective Service Line.
· Manages the development of the Service Line’s annual budget development programme, particularly with respect to the establishment of major resourcing priorities, preparing cost estimates and budget proposals, related to the Service Line’s resourcing requirements such as staff and non-staff requirements, including programmatic aspects; reviews, analyzes and revises data with respect to the finalization of the budget proposals as well as Results Based Budgeting inputs.
· The jobholder supervises the review and monitoring of staffing costs and expenditures in UMOJA in line with funds allotment, ensuring that funds for staffing costs are available, and where necessary alerts the Service Delivery Manager for appropriate follow up for funds to be deployed to meet any shortfall.
· Manages the efficient and effective use of budgetary resources through robust monitoring of budget utilization to the approved budget and timely provision of information of RSCE management for decision making; provides support and guidance to fund center / Client Missions on budget implementation and corrective actions where necessary.
· Manages the processing of payments for goods and services received ensuring that the established procedures including availability of appropriate supporting documents for the processing of payments are adhered to.
· Provides policy guidance, financial interpretations, adaptations and corrective actions in response to audits and other queries to ensure adherence to the UN Financial Regulations and Rules, Staff Rules, Administrative Instructions, Bulletins and Circulars under the guidance of the Service Delivery Manager.
· Provides advice on the development, modification, interpretation and implementation of and exceptions to United Nations staff regulations, rules, policies and practices on entitlements and other human resources related matters as required.
· Acts as a Certifying Officer under Financial Rule 105.5 or Approving Officer under Financial Rule 105.4 in adherence with the UN Regulations and Rules.
· Administration of payment, on-boarding, separation, benefits, entitlements and payroll activities
· Supervises the processing of staff members’ payroll and entitlements including claims, danger pay, daily subsistence allowance, missions subsistence allowance for Government Provided Personnel, Uniformed Personnel, International and National staff, volunteer living allowances (for UNVs) and any other allowances for payments in conformity and adherence to applicable United Nations policies e.g. staff rules, financial regulations and rules, ST/AI issuances or practices, etc.
· Manages the Service Line as appropriate in the business processes related to payroll, leave entitlements, contract extensions, on-boarding and its related entitlements, check-in/check-out, travel arrangements, separations and final payments for civilian staff, non-staff and uniformed personnel.
· Represents the Service Line in joint bodies and working groups relating t the Service Line processes.
· Regularly monitors and evaluates the effectiveness of related guidelines, staff rules, HR rules and regulations, practices and procedures, and makes recommendations through the Service Delivery Manager where necessary.
· In charge of the management of delivery of services such as the processing of non-travel related commercial vendors’ invoices and payments to vendors providing goods or services to all RSCE Client Missions (processing invoices resulting from commitments such as Purchase Orders, Fund Commitments, Direct Expenditures, Medical clinic invoices and Replenishment of imprest/ petty cash
· Supervises the disbursement processes of the RSCE or the Client Missions as appropriate; follows up on delayed and/or returned/rejected payments and unidentifiable deposits with banks.
· Supervises the implementation of the performance appraisal system and monitors its compliance with the proper implementation of the performance management system, providing guidance and substantive support, including recommendations on training needs, to staff on standards for the development of service, unit and individual work plans.
· Ensures full compliance with the performance appraisal system and provides input to the establishment of Management Review Committee and Joint Monitoring Committee and Rebuttal Panel and acts s their facilitator and ex-officio member.
Staff Management Relations: Leads as necessary, general or specific meetings for the staff on issues such as HR aspects of mandate implementation, status of HR reforms and other organizational change initiatives etc.
· Provides substantive inputs for the development of a communications strategy with a provision of input relation to their Service Line for RSCE dedicated intranet page on HR and Finance issues as required.
· Performs any other duties as maybe assigned.
Qualifications, Skills and Experience:
· The ideal candidate for the United Nations Administrative Officer (Service Line Manager) job opportunity should hold an Advanced University degree (Master’ degree or equivalent) in business or public administration, accounting, finance, human resources management, social sciences, education or related field is required. A first-level university degree in combination with relevant years of experience in financial management, accounting or other related field may be accepted in lieu of the advanced university degree. Professional recognition as a CPA, chartered accountant or their equivalents is an asset.
· A minimum of seven (7) years of progressively responsible experience in cost management and budget formulation, cost control and monitoring, accounting and financial reporting or analysis and interpretation of financial results, human resources management, administration or related area is required. Experience in supporting international operations involving military/security, logistics, infrastructure development or a similar undertaking is desirable. Five (5) years’ experience working in a United Nations peacekeeping operation, funds, and programmes or similar international organization or non-governmental organization in a conflict or post-conflict setting is desirable.
· Previous experience with human resources systems and management in an international setting is desirable.
· Languages: English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency English, (both oral and written) is required; knowledge of French is desirable.
· 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;
· 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;
Planning & 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;
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.
How to Apply:
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.
Deadline: 17th November 2016
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