Administrative Officer (Service Line Manager) UN Jobs – United Nations Regional Service Centre Entebbe (RSCE)

Job Title:             Administrative Officer (Service Line Manager)
Organization: United Nations
Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Job Opening Number: 61535
Reports to:  Chief of Section, Administration (Service
Delivery Manager)
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
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
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.
Staff Management
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
Performs any other duties as maybe assigned.
Qualifications, Skills and
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.
Personal Competencies:
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
Monitors and adjusts plans and actions as
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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