Assistant Administrative Officer (Nationals only)
Colombo
- Organization: UNDP - United Nations Development Programme
- Location: Colombo
- Grade: Junior level - NO-A, National Professional Officer - Locally recruited position
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Closing Date: 2025-03-01
The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals (SDGs). As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator (UN RC) - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs. The position is in the United Nations Resident Coordination Office (RCO) in Sri Lanka and reports to the Senior Human Rights Adviser (SHRA).
The UN RCO leads the coordination of UN programming in Sri Lanka including through the UN Sustainable Development Cooperation Framework (UNSDCF). It ensures the alignment of the UN assistance with national development priorities, plans and capacity building in the context of a human rights-based approach and SDGs. It also works to position the UN system at the centre of development efforts and international cooperation in the country. The UNSDCF guides the UN and the Government’s engagement in enhancing the economic and social development of the people in Sri Lanka.
Under the 2023-2027 Cooperation Framework (UNSDCF), UN contribution on Social Cohesion and Inclusive Governance and Justice will be operationalized under two distinct Outcomes, represented by Outcome 4 (focused on inclusive governance and justice sector reform) and Outcome 5 (focused on social cohesion and human rights). Outcome Results Groups bring together UN system-wide programming by relevant Agencies, Funds and Programmes of the United Nations Country Team, with analysis and coordination support by the RCO. In addition, Gender Equality (through a dedicated Outcome 6) and youth engagement as a cross-cutting issue have been identified in the UNSDCF as an important contributing synergy that will need to be strengthened.
Under the overall guidance of the UN RC in Sri Lanka and under the direct supervision of the SHRA and in collaboration with programme staff, the incumbent will support the integration of a human rights-based approach (HRBA) into UN programmes and activities, in particular the UNSDCF; support the strengthening of national institutions and capacities and strengthen the engagement with mechanisms through the execution of all administration and finance-related matters in relation to the team's work under the Delegation of Authority in UMOJA.
This comprehensive framework outlines the responsibilities of the Human Rights Officer in advancing UN RCO’s SDG agenda and integration of a HRBA, ensuring alignment with organizational strategies and goals.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. This is a recognition of the interconnected nature of development risks and crises that the world is facing and that call for assembling of multidisciplinary teams for an integrated & systemic response. Therefore, UNDP personnel are expected to work across issues, units, functions, teams and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. The Human Rights Officer will play a crucial role in supporting a portfolio approach for all HRBA initiatives, driving comprehensive HRBA transformation within the UN RCO and UN programmes.
Contribute to the implementation of the Delegation of Authority in UMOJA.
- Operationalize the use of UMOJA in all finance, budget, admin and programme support processes.
- Ensure adherence to UMOJA’s Standard Operating Procedures (SOPs) to streamline all finance, admin and programme support processes.
Supports the development and implementation of cost plans:
- Ensure adherence to UNDP and UN Secretariat rules, regulations, policies and strategies as applicable.
- Lead on all procurement processes including LVPOs.
- Initiate financial authorizations for expenditures.
Supports the organization and implementation of activities.
- Organize conferences, travel, transportation and workshops.
- Coordinate travel, DSA, and other travel related issues.
Assists in the monitoring, evaluation and reporting of budgets and cost plans
- Support audit preparations and implement management responses effectively.
- Prepare inputs for comprehensive reporting, including donor reports.
- Track resources utilized, undertakes periodic status reviews, identify issues and initiate requisite follow-up actions, report on budget revisions, expenditures and obligations, verify availability of funds; ensure necessary approval.
Drafts correspondence and communications related to all aspects of programme administration, including work plan and budgets, revisions and other related issues.
- Draft memos, letters, notes, justifications and any other communications.
- Prepare revised budget estimates.
The incumbent performs other duties within the functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Core Competencies:
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical Competencies:
Business Management – Communication
- Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
- Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Management – Operations Management
- Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way.
- Knowledge of relevant concepts and mechanisms.
Business Management – Customer Satisfaction /Client Management
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients' immediate requests.
- Ability to anticipate client's upcoming needs and concerns.
Administration & Operations – Documents and records management
- Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Administration & Operations – Events management (including retreats, trainings and meetings)
- Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance – Budget management
- Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Finance – Financial Planning and Budgeting
- Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting
- Advanced university degree (master's degree or equivalent) in administration, business, finance or a related field is required, Or
- A first-level university degree (Bachelors degree) in the areas mentioned above in combination with additional 2 years of qualifying experience, will be given due consideration in lieu of Master´s degree.
- Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national and/or international level in providing advisory services and hands-on experience in administration, finance, business development, or related fields.
- Experience in providing strategic guidance on administration, finance or programme support services is required.
- Experience in supporting the Delegation of Authority in UMOJA or another comparable enterprise resources planning software including SAP is desirable.
- Proficiency in the use of computers and office software packages, including but not limited to MS Office (Word, Excel, PowerPoint, Outlook), and collaboration platforms (e.g., Microsoft Teams) is required.
- Experience in collaborating with diverse stakeholders including UN agencies, government partners, development partners, businesses and civil society is an asset.
- Experience of working in a multidisciplinary and multicultural team environment, such as development agencies, international organizations, international private businesses is an asset.
- Fluency in English, and Tamil or Sinhala is required.
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