Posting Title: Administrative Officer, P4
Job Code Title: Administrative Officer
Department/ Office: United Nations Environment Programme
Duty Station: Nairobi
Posting Period: 11 August 2014-10 October 2014
Job Opening number: 14-ADM-UNEP-35330-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This position is open for recruitment for an initial period of one year and may be extended subject to availability of funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations systems designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. This post is located in UNEP’s Executive Director’s Office, Office for Operations (OfO), at the Nairobi duty station.
Responsibilities
Under the guidance of the Director, Office for Operations and supervision of Chief, Resources Management, in UNEP- OfO and within delegated authority, the incumbent will be responsible for the following duties: Human Resource Management:
- Initiate and coordinate actions covering the entire span of human resource activities, such as recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members and training, among others, ensuring consistency in the application of UN rules and procedures.
- Provide expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Represent the Department/Unit at Departmental Panels and appointment bodies.
- Review post incumbency reports for purposes of vacancy management and staffing table control.
- Lead, oversee and coordinate the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.
Budget and Finance:
- Initiate and conduct studies to improve budget reporting systems and cost-effective utilization of program resources.
- Monitor and control budgetary allocations through regular reviews; draft routine and ad hoc outputs; and provide effective monitoring reports and data. Identify deviations from plans and propose corrective measures.
- Establish and maintain a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.
General Administration:
- Implement and monitor support services, including procurement of supplies and services; transport, travel and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements.
- Supervise a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues.
- Produce major/complex reports for management.
- Provide expert guidance and leadership to more junior staff.
- Perform other related duties as required, such as, reviews of Secretariat offices and departments at headquarters/missions, operational travel programme, adequacy of departmental space requirements, and technology requirements.
- Perform other related work as required.
Competencies
Professionalism:
- Proven ability to provide guidance and advice in development and implementation of programmes and policies covering a broad range of issues.
- 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 evaluative 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.
Teamwork:
- Works collaboratively with colleagues to achieve organizational goals;
- solicits input by genuinely valuing others’ ideas and expertise;
- is willing to learn from others;
- places team agenda before personal agenda;
- supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
- shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing:
- Demonstrated planning and organizational skills and ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.
- Ability to work under pressure, applying contingency measures to adjust plans and resources effectively.
- 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.
Client Orientation:
- Considers all those to whom services are provided to be ‘clients’ and seeks to see things from clients’ point of view;
- establishes and maintains productive partnerships with clients by gaining their trust and respect;
- identifies clients’ needs and matches them to appropriate solutions;
- monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
- keeps clients informed of progress or setbacks in projects;
- meets timeline for delivery of products or services to client.
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 qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
- A minimum of seven (7) years of progressively responsible experience in administration, finance, accounting, human resources management or related fields.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For the post advertised, Fluency in oral and written English is required.
- Knowledge of another UN language is an advantage.
Assessment Method
- Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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