International Centre for the Study of the Preservation and Restoration of Cultural Property
Vacancy announcement: Administrative…

Vacancy announcement: Administrative Officer

  • Reference number: 2020/01
  • Type of appointment and duration: fixed term, two years (renewable)
  • Probation: 6 months
  • Grade: P3
  • Deadline to apply: 7 February 2020 17:00 (GMT+1)

Introduction

ICCROM (International Centre for the Study of the Preservation and Restoration of Cultural Property) is an intergovernmental organization with headquarters in Rome, Italy. Founded by UNESCO in 1956, it is the only institution of its kind with a worldwide mandate to promote and improve the conservation of all types of cultural heritage through training, information, research, cooperation and advocacy. ICCROM through its Regional Centre (ICCROM-ATHAR Conservation Centre in Sharjah, United Arab Emirates) has been extensively engaged in training and advocacy activities in the Arab Region.

For further information on ICCROM, candidates are encouraged to consult: www.iccrom.org

Background

ICCROM seeks a professional with a strong core foundation in the functions of human resources and with experience and knowledge in administration and management. By working collaboratively with a small central team, the incumbent will contribute to the development and the accomplishment of organization-wide strategic objectives. The frameworks, policies, and procedures created will continue to build a high performing organization and provide ICCROM staff with professional development to help reach their full potential.

The Administration Unit includes Human Resources, Accounting, Logistics and Information Systems. It is based at ICCROM Headquarters, Rome (Italy).

The Administrative Officer reports directly to the Director-General and is a member of the Senior Management Team (or Management Committee). S/he provides direction and oversight of the strategic and crosscutting administrative support functions including human resources, performance management, finance, procurement, technology services, legal matters, security and general administration.

A primary responsibility of the post is human resource management: the Administrative Officer will develop and implement a human resource strategy to foster a motivating, productive and ethical work environment. S/he will manage and oversee all HR related activities, including recruitment, training and development, personnel administration and payroll, performance management, staff health and welfare, and employee relations.

Duties and Responsibilities

Provides strategic direction, overall guidance, support and oversight for the effective management of the following functions and components: Human Resources and Administration including organizational operations such as accounting, logistics, information technology systems and general operations.

Human resource strategy:

  • Develop a HR strategy that considers immediate and long-term staff requirements, and defines lines of actions to keep staff engaged, productive and supportive of ICCROM values.

Selection and recruitment:

  • Oversee and guide the process of recruitment and selection of new staff, including review of job descriptions proposed by managers, preparation of vacancy announcements, review of applications, and provision of short-lists to managers, and management of the selection and hiring process up to induction.
  • Ensure that recruitment is performed according to ICCROM Staff Rules and Regulations.

Policy implementation and HR administration:

  • Ensure that all staff has a sound awareness of ICCROM policies, Staff Rules and Regulations, and is aware of its rights and obligations as well as benefits and entitlement.
  • Advise the senior management on necessary updates of the staff rules.
  • Maintain employee records according to policy and legal requirements including personal files, attendance, overtime and leave records.
  • Provide expertise, counselling and guidance to all staff on different HR-related matters, including promotion, disciplinary procedures, grievances, employment law and separation.
  • Mediate conflict, grievance and harassment cases, in accordance with established policies and procedures.
  • Monitor staff health and welfare, provide advice.
  • Prepare policy papers, position papers and briefing notes on issues related to HR issues.

Capacity building and career development:

  • Analyse ongoing training and development needs and ensure that there is access to appropriate training needed to fulfil ICCROM’s strategic aims and within the parameters of budget available.
  • Prepare classification analysis of jobs in Professional and General Services and related categories.

Performance management:

  • Contribute to the development of innovative approaches and policies in relation to performance evaluation, including the design and implementation.
  • Advise management and staff on effective approaches for carrying out fair and consistent performance appraisals and prepare reports including timeliness of process, compliance with procedures and overall results as well as recommendations on implementation and overall effectiveness.

Workforce planning and Programme support:

  • Prepare classification analysis of jobs in Professional and General Services and related categories.
  • Assess staff needs in consultation with Programme Manager and Strategic Planning Manager and advise on the fair and effective allocation of staff resources to the various programme and activities.
  • Review and recommend level of remuneration for consultants.

Financial resource management:

  • Ensure ICCROM has embedded strong financial management techniques, systems and procedures to strengthen ICCROM’s financial health, compliance and reporting.
  • Ensure that accounts payable and receivable are calculated, invoiced, processed and reported in a timely fashion including payroll.
  • Prepare regular and clear financial reporting in a timely manner to guide decisions made alongside providing audit related services as appropriate.
  • Prepare all statutory and management financial information used in reports including the Annual Report and the preparation of annual statements of accounts for submission to external auditors.
  • Overview all aspects of finance to ensure that there are no errors, fraudulent use of funds, or theft.
  • Provide financial advice as needed to assist colleagues across ICCROM including accurate and timely budget reviews alongside assisting with the costing of proposals.
  • Provide reports on budgets, strategic directions and operations as required by the DG and governance activities.

Logistics:

  • Provide advice on purchases and, where appropriate, lead the procurement process to ensure that purchases are of the quality needed and at a reasonable cost.
  • Optimize the management of ICCROM's premises, the allocation of space and the provision of services for the renovation and the maintenance of premises and be responsible for the safety and security of staff.
  • Oversee mailing, stock delivery and transport-related activities.

Information Systems:

  • Ensure that ICCROM is equipped with the technology needed to work effectively to fulfil its mandate including recommending cost-effective solutions, maintaining systems, assisting with requests for help and coordinating upgrades of hardware and software to maintain a smooth service at all times.

General administration:

  • Manage, supervise and carry out the work programme of the Unit under his/her responsibility.
  • Coordinate the development of a risk management framework for the institution, and ensure follow-up.
  • Liaise with IGO groups, take part in the activity of networks on legal, HR and other administrative issues.

Competencies/Skills

  • Results-oriented, proactive and accountable.
  • Strategic, innovative, and analytical thinking.
  • Team working.
  • Excellent communication and inter-personal skills.
  • Problem solving and decision-making aptitude.
  • Strong ethics and reliability.
  • Ability to work effectively within multi-disciplinary and multi-cultural teams.
  • Ability to work well under pressure and with strict deadlines.
  • Ability to multi-task and prioritize work amidst competing demands.

Education

Advanced university degree (Master’s degree or equivalent degree) in Human Resource Management, Business or Public Administration, Social Sciences, Education or related area.

Work Experience

A minimum of five years of progressive experience in human resource management, general administration including finance, logistics and information technology or related area is required.

Technical Knowledge and Skills

  • Knowledge of HR functions.
  • Understanding of labour laws and disciplinary measures.
  • Experience using SAP or similar Enterprise Resource Planning System (ERP) is required.
  • Experience in job evaluation and classification analysis within the UN common system is desirable.
  • Work experience working with UN or IGO Context is also required.

Languages

Excellent knowledge of English and good knowledge of French is required.

Knowledge of another UN official language (Arabic, Chinese, Russian, Spanish) is an advantage.

Application Process

Applications in English only are to be sent no later than 7 February 2020 17:00 (GMT+1) to: recruitment@iccrom.org

Candidates are requested to include the following:

  • Letter of motivation also addressing relevant experience
  • Current CV
  • P11 Form
  • Name and contact details of 3 referees who can attest their professional competencies

ICCROM is committed to achieve workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.