Closing date: Friday, 24 April 2015
Posting Title: ADMINISTRATIVE OFFICER, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 23 February 2015-24 April 2015
Job Opening number: 15-ADM-UNEP-38734-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Appointment against this position is for an initial period of one year and may be subject to extension. 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.. 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. UNEP’s Division of Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This post is located in UNEP, DEPI at the Headquarters duty station, in Nairobi.
Responsibilities
Under the supervision of the Deputy Director. DEPI the incumbent will undertake the following;
- Human Resource Management: Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, performance appraisal, vacancies, job classification reviews, training, and ensuring consistency in the application of UN rules and procedures.
- Provides expert advice to DEPI management and staff with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Reviews post incumbency reports for purposes of vacancy management and maintaining DEPI staffing table.
- Monitors staffing needs and HR processes; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
- Establishes and maintains a set of sound HR policies, procedures, standards and tools in DEPI which are consistent with UN policy, procedures, and practice
- General Administration: Implements and monitors support services, including procurement of supplies and services; information technology support; and provision of local utilities and service requirements.
- Supervises an administrative and HR staff team and provides advice to others on human resource management and general administration issues and practices to colleagues.
- Produces reports and recommendations for management on the implementation of administrative rules, procedures, and circulars.
- Provides expert guidance and leadership to more junior staff.
- Monitors the adequacy of departmental space requirements, the suitability of office arrangements, and technology requirements for the department.
- Takes a proactive role in improving the efficiency and effectiveness of department administrative operations.
- Performs other related work as required.
Competencies
Professionalism
- Knowledge of human resources and administrative policies and procedures.
- Ability to apply various United Nations administrative rules and regulations in work situations.
- 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 in HR issues of the Division.
Communication
- Speaks and writes clearly and effectively;
- listens to others, correctly interprets messages from others and responds appropriately;
- asks questions to clarify, and exhibits interest in having two-way communication;
- tailors language, tone, style and format to match audience;
- demonstrates openness in sharing information and keeping people informed.
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.
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 administration/management, human resources, or other 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 years of progressively responsible experience in general administration incorporating human resources or related field.
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 official 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
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ on the upper right side of the browser on Inspira.
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.
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