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Job Opening

Posting Title: ADMINISTRATIVE OFFICER, P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: WASHINGTON
Posting Period: 25 September 2018 - 08 November 2018
Job Opening Number: 18-Administration-UNEP-102141-R-Washington (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment 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. The North America Office helps to implement the UN Environment's Regional programs in North America by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies. This position is located in the North America Office in Washington DC, USA. Under the supervision of the Deputy Director, the incumbent will be responsible for the following duties:

Responsibilities

1. ADMINISTRATION: (a) Human Resource Management:
• Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, consultants and contractors, training etc., ensuring consistency in the application of UN rules and procedures.
• Maintain staffing tables.

(b) General Administration:
• Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
• Reviews adequacy of departmental space requirements.
• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.

2. Finance & Budget (a) Budget preparation:
• Reviews and analyses data with respect to the finalization of cost estimates and budget proposals.
• Provides support to managers with respect to the elaboration of resource requirements for budget submissions.
• Reviews, analyses and provides input into finalization of programme budget/financial implications for the Office.

(b) Budget administration:
• Issues allotments, including redeployment of funds when necessary, ensuring appropriate expenditures.
• Monitors budget implementation and determines/recommends reallocation of funds when necessary.
• Monitors expenditures to ensure that they remain within authorized levels.
• Reviews all requisitions generated by the Reality system for goods and services to ensure correct objects of expenditure have been charged, ensuring availability of funds.
• Administers and monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Prepares relevant documentation with respect to budget performance submissions.
• Reviews and makes appropriate recommendations with respect to the finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Certify payments for contracted consultants, operational expenses and other incurred expenses.
• Certify travel requests for staff members and meeting participants for depending on the budget availability; Oversee the timely and accurate settlement of travel claims as per the UN travel policy, monitor advances and roster payments.
• Supervise and/or provide guidance on financial administration and management information issues and practices to colleagues.

3. Prcocument; 1.Serve as the Local process expert and focal point for Procurement for the North America Region;
2. Approve Low Value Acquisitions and document comparative analysis and related documents as per the UN procurement rules;
3. Serve as the Buyer Supervisor for North America for Purchasing Group 2 to support UNEP procurement, which includes:
• Providing guidance to requesting Offices/Divisions on how to satisfy requirements with respect to solicitation method, service provider (procurement,) timings, risk analysis and contract/supplier management;
• Approving solicitation documents, awards and issue of Purchase Orders;
• Coordinating procurement between North America and UNEP/OFO and UN Procurement Division in New York;
• Providing training to new UNEP buyers and requisitioners, when requested by Headquarters.

4. Perform other related duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of financial principles and practices. Ability to independently conduct research and analysis, formulate options and present 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 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.

Education

Advanced university degree (Master’s degree or equivalent) in business administration, finance, or related field. A first-level university degree with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five years of progressively responsible experience in finance, administration, budget, business administration or related area. Familiarity with the UN system and Enterprise Resource Planning (ERP) is desirable. Experience gained in administration, budget and/or finance in the UN system is an asset.

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 French is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

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. 1. 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.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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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