United Nations Environment Programme
Posting Title: ADMINISTRATIVE OFFICER, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: BONN
Posting Period: 22 July 2022 – 04 September 2022
Job Opening Number: 22-Administration-UNEP-179516-R-Bonn (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the coordinated and concerted conservation and management of migratory species and the ecosystems on which they depend. Numerous additional intergovernmental agreements on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat, including agreements which are supported by CMS staff located in Abu Dhabi, UAE. In addition, two distinct regional agreements on migratory species have independent Secretariats which are co-located with the CMS Secretariat in Bonn – the African Eurasian Waterbird Agreement (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS).
The United Nations Environment Programme (UNEP) is the United Nations system’s 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. In the present context, UNEP provides the administrative functions for the CMS and its related Secretariats. This post is located at the Bonn duty station in Germany.
The Administrative Officer (AO) heads the Administrative and Fund Management Unit which provides services to the CMS Secretariat and the related Secretariats. The position reports to the Executive Secretary of CMS. The post encompasses specialties such as human resource administration, planning, programming/budgeting, and implementing, monitoring and evaluation of business functions.
Under the general guidance of the Executive Secretary, the AO Officer will be responsible for budget and finance matters, Human Resources, general administration and other matters necessary to ensure sound management of the Secretariat and Agreements office operations. The incumbent will be responsible for ensuring that all areas under his/her supervision are in accordance with the Financial Rules and Regulations, approved allotments and staffing tables; Ensuring efficient, accurate and complete accounting, reporting and internal control systems and that all relevant records are maintained. Within delegated authority, the Administrative Officer will be responsible the following duties: Responsibilities
Human Resource Management
- Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
- Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Represents the Department/Unit at Departmental Panels and appointment bodies.
- Reviews post incumbency reports for purposes of vacancy management and staffing table control.
Budget and Finance
- Manages and monitors the implementation of eleven separate Trust Funds.
- Supervises General Service staff members in the areas of procurement, human resources, finance and travel.
- Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
- Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc procedural guidance and outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
- Establishes and maintains 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.
- Prepares budget documents for the consideration of Parties at their formal intergovernmental meetings.
- Monitors assessed contributions and voluntary contributions and their expenditure.
- Implements and monitors support services, including procurement of supplies and services; transport, travel,
communications, information technology support; and provision of local utilities and service requirements.
- Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues.
- Produces major/complex reports for management.
- Provides expert guidance and leadership to more junior staff.
- Performs other related duties as required, e.g., reviews of Secretariat offices operational travel programme, adequacy of space requirements, and technology requirements.
- Performs other related work as required.
PROFESSIONALISM: Ability to apply various United Nations administrative, budgetary, financial and human resources policies and procedures in various 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: 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.
MANAGING PERFOMANCE: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.
Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting or related area is required. A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of seven (7) years of progressively responsible experience in administration, budget, finance, accounting, human resources management or related area is required.
Relevant experience in a UN common system operation or similar international organization is required.
Experience in budget formulation and financial management is required.
Experience in supervising a team is required.
Experience with UN or similar international organization administrative policies and practices, including human resources, procurement and financial rules and regulations is desirable.
Experience in using ERP systems/modules is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.
NOTE: “fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of” equals a rating of “confident” in two of the four areas.
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
Internal Applicants – When completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
On-line applications will be acknowledged where an email address has been provided. 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. 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 “Contact Us” link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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