Assistant Director - Administration

Responsibility within limits of delegated authority, the Assistant Director will be responsible for the following duties:

Human Resource 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 organisation rules and procedures.

- Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance - Participates in the preparation and implementation of the organisation work programme/project, ensuring that financial resources are utilized to implement activities in accordance with the programme budget and allotments issued.

- Prepares programme budget for both regular budget and support account in the budget formulation module for all organisation pillars in consultation with relevant stakeholders to ensure that the programme budgets are aligned with organizational priorities and the approved budgets are used in line with the planned purposes.

- Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Prepares and coordinates the production of programme reports.

- Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources.

- Develops procedures and implement same to ensure that accounting and financial management controls are consistent with organisation policy and practice.

- Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.

- Coordinates with organisation entities to collect inputs on queries from the oversight bodies including the Board of Auditors, the Office of Internal Oversight Services, the Joint Inspection Unit, the Advisory Committee on Administrative and Budgetary Questions and the other Committee, to provide timely response to them and regularly monitor the status of implementation of final recommendations of the oversight bodies.

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.

- Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.

- Participates in the development, implementation, and evaluation of assigned programmes/projects, etc.; monitors and analyses programme/project development and implementation; reviews relevant documents and reports; identifies risks and issues to be addressed and proposes corrective actions; liaises with relevant parties, identifies and tracks follow-up actions.

- Drafts thorough well-reasoned written contributions, e.g., background papers, analysis, elaboration of strategies, sections of reports, presentations, memos, etc.

- Supports the implementation of all projects in scope with colleagues in organisation, and when required, with counterparts in field missions and other Divisions and Departments in the Secretariat.

- Assists in policy development, including the review and analysis of issues and trends.

- Supports all projects to ensure they meet their goals, timeline and budget.

- Serves as Security Liaison Officer (SLO) to monitor and ensure that staff roles in software are not conflicting as per SLO Workbook.

- Serves as Enterprise Risk Management (ERM) focal point and reviews and coordinates updates for organisation.

- Performs other related work as required.