Posting Title: ADMINISTRATIVE OFFICER, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: MONTREAL
Posting Period: 25 February 2020 – 09 April 2020
Job Opening Number: 20-Administration-UNEP-130478-R-Montreal (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for ‘sustainable development’. One of the key agreements adopted at Rio was the Convention on Biological Diversity. The Convention has three main objectives: the conservation of biological diversity, the sustainable use of its components, and the fair and equitable sharing of the benefits arising from the use of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal and is administered by UNEP. This post is located in the Convention on Biological Diversity, Administration, Finance and Conference Services Division (AFC). Under the overall guidance of the Acting Executive Secretary and the direct supervision of the Chief of Section, Programme Budget, Administration, Finance and Conference Services (AFC) Division, the incumbent will head the Administrative Unit and carry out the following functions:
HUMAN RESOURCES MANAGEMENT: A) Initiates and coordinates all actions covering the entire span of human resources activities, e.g, recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures. B) Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. C) Represents the Department/Unit at Departmental Panels and appointment bodies. D) Reviews post incumbency reports for purposes of vacancy management and staffing table control. E) Leads, oversees, and coordinates 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. F) Designs, plans and implements a strategy for performance and results-based management in accordance with UN rules and regulation. Provides performance management advice to staff and management. G) Assesses training needs, identifies, designs and delivers training and coaching programs to staff at all levels throughout the Organization.
GENERAL ADMINISTRATION: A) Implements and monitors 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; B) Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues. C) Produces major/complex reports for management. D) Provides expert guidance and leadership to junior staff. E) Performs other related duties as required, e.g., reviews of Secretariat offices and departments at headquarters/missions, operational travel program, adequacy of departmental space requirements, and technology requirements. F) Contributes to the negotiations with host Governments, Federal and Provincial Authorities for the Secretariat and its staff members’ welfare and matters pertaining to host government agreement, immigration, privileges and immunities and other facilities. G) Performs other related work as required by supervisor or Executive Secretary.
FINANCIAL MATTERS: A) Initiates and conducts studies to improve reporting systems (for e.g. time and attendance, vacancy rates etc) on human resources and cost-effective utilization of program resources. B) Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs. C) 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.
Professionalism: Leading of the Administration Unit and execution of duties in order to contribute to the proper operational management of the Secretariat. 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.
Planning and 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.
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.
Advanced University degree (Master’s degree or equivalent) in business and or public administration, finance, accounting, law or related area is required. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Certification in HR is required
A minimum of seven years of progressively responsible experience in administration and/or human resource management, finance, accounting is required. Experience in Human Resource processes is required.
Experience with Systems Applications and Products (SAP) or similar Enterprise Resource Planning system (ERP) is required.
Experience with an international organization and/or the United Nations is desirable.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of French is required. Working knowledge of other UN languages is an asset.
Evaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview.
This position is open for recruitment 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 in its staff. Female candidates are strongly encouraged to apply for this position.
- 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.
2. If you do not receive an email 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.
Internal Applicants – when completing the PHP, 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 professional and higher temporary or fixed-term positions and their applications will not be considered.
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.
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.
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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