Relaunch: Director Of Administration Ref Ufmft202511

Job Title: Director of the Administration DepartmentRef.: UfM/FT/2025/11Department: Finance, Legal & Administration DepartmentReports to: Deputy Secretary General – AdministrationDeadline to apply: XX October 2026 (midnight, Central European Summer Time – CEST, GMT/UTC+2)Staff category and

conditions:
Post Classification: CS1.1,Step 1 ( Director)Contracted Staff as per UfM Staff Regulations and Implementing RulesFixed-term contract of 3 years as per Staff Regulations and Implementing Rules of the Staff Regulations, 6 months’ probation periodSUMMARYThe Director of Administration is responsible for the overall leadership and effective performance of the Administration Department, in accordance with Section IX of the Statutes of the Secretariat. The role ensures that the organization’s accounting systems, financial and procurement processes, and reporting mechanisms meet the highest standards of accuracy, compliance, and transparency, applying deep technical and procedural expertise in line with institutional regulations, delegated authorities, and internationally recognised financial and accounting standards. The Director provides strategic leadership to the department’s core functions—Finance, Central Support Services (CSS), Contracts and Procurement, Grants & Funds Management, and Information Technology—ensuring that each team delivers professional, efficient, and mission-aligned support services across the UfM. The Director of Administration reports directly to the Deputy Secretary General of Administration and is a member of the UfM Management Committee.
PRIMARY RESPONSIBILITIESLead the development, implementation, and monitoring of comprehensive financial strategies, policies, and procedures in line with organizational goals, EU financial regulations, international accounting standards (e.
G., IPSAS), and donor requirements.
Oversee all financial operations, including budgeting, forecasting, financial reporting, accounting, treasury management, payroll, and procurement.
Provide strategic financial analysis and advise senior management on administrative, financial, and institutional risks; governance frameworks; internal control systems; and resource allocationto support informed decision-making.
Define the department’s work programme in collaboration with the various Units, ensuring alignment with the UfM strategy.
Ensure that the Department has the appropriate resources and people to implement its activities and achieve organizational goals.
Oversee the organization’s financial management, ensuring accuracy, compliance, and integrity in all accounting operations in accordance with applicable regulations and internal governance frameworks.
Ensure the implementation of agile processes and digital tools within the department, fostering a culture of continuous improvement to effectively support the organization’s activities.
Drive continuous improvement of financial workflows, procedures, and systems to maintain operational excellence.
Act as the UfM Accounting Officer and ensure the accuracy, completeness, transparency, and integrity of financial operations, accounting systems, and institutional reporting, in accordance with applicable institutional rules and internationally recognized accounting standards.
Ensure that the IT infrastructure and up-to-date technology meet the organization’s needs, and that ICT operations—including maintenance of information systems, infrastructure management, helpdesk coordination, and security coordination—are implemented.
Ensure that the CSS Unit provides agile support to all departments and divisions in logistics, event coordination, mission management, and facility operations, ensuring a functional and safe workplace.
Report regularly to the Secretary General, including on the implementation status of ongoing projects, and provide strategic briefings and policy inputs on administrative, financial, and governance matters.
Actively participate in the Management Committee and provide all required information and input.
Carry out any other duties assigned by the Deputy Secretary General, including representing them in meetings and conferences, preparing notes, talking points, or speeches, and undertaking any other tasks within the scope of your competencies.
Engage with Member States, donors, auditors, and other institutional bodies on financial and administrative matters, and represent the UfM at senior-level institutional meetings and forums.
Ensure performance management of teams—Finance, CSS, Contracts and Procurement, Grants & Funds Management, and IT—by setting objectives for direct reports and evaluating their contributions to departmental goals.
Motivate and support team development by promoting training and professional growth opportunities within the organization.
Act as a driver of change within the organization.
ROLE

REQUIREMENTS:
Be a national of a UfM Member State (https://ufmsecretariat.
Org/who-we-are/member-states/)Academic Background:Master degree in Business Administration