The position is located in the Division of Headquarters Safety and Security (DHSSS) in the United Nations Department of Safety and Security, reports directly to the Director, DHSSS. The Security and Safety Services (SSS) are operated independently in New York and at seven other Secretariat headquarters locations around the world, with DHSSS providing coordination among the various Services. The Administrative Officer will serve as special assistant to the Director, DHSSS, providing strategic executive support, coordinating the Director's external engagements, and ensuring the effective management of Member State relationships, protocol matters, and cross-divisional coordination. The incumbent will also serve as the Division's focal point for security-related protocol arrangements for major Headquarters events, including the annual session of the General Assembly and other high-level meetings at SSS Headquarters (HQ), Offices away from Headquarters (OaHs) and Regional Commissions (RCs). Responsibilities Within delegated authority, the Administrative Officer will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT • Effectively coordinates actions relative to the administration of human resource activities, e. g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. BUDGET AND FINANCE • Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilised to implement activities in accordance with the Programme Budget and allotments issued. • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports. • Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilisation of program resources. • Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. • Provides support to cost-recovery programme budget in support of external conferences and special events. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • Provides guidance and leadership to more junior staff. GENERAL ADMINISTRATION • Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. • Reviews adequacy of departmental space requirements. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Collects and analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Serves as the Departmental focal point for business continuity planning (BCP) and the organizational resilience management system (ORMS). • Performs other related work as required. Competencies • PROFESSIONALISM: 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 evaluate 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. • PLANNING AND 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. • 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. Education Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific Qualification Not available. Work Experience A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. As least two years of experience in data analytics or related field is desirable. Experience providing administrative support to security organizations in headquarters locations is desirable. Experience in a deployed setting supporting security entities in the management of external conferences and events is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Required Languages LanguageReadingWritingListeningSpeakingEnglishUN Level IIIUN Level IIIUN Level IIIUN Level III Desirable Languages LanguageReadingWritingListeningSpeakingFrenchUN Level IIUN Level IIUN Level IIUN Level II Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.