Job Opening

Posting Title: ADMINISTRATIVE OFFICER (Procurement & Travel), P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: PANAMA CITY
Posting Period: 12 April 2019 - 26 May 2019
Job Opening Number: 19-Administration-UNEP-113448-R-Panama City (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 Programme (UN 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 UN Environment Latin America and the Caribbean Office helps to implement UN Environment's programs by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies. This post is located in the UN Environment Latin America and the Caribbean Office at the Panama Duty Station. Under the direct supervision of the Administrative Fund Management Officer, the incumbent will be responsible for the following duties:

Responsibilities

1. Undertake the development and execution of an annual work plan: Identify the areas to be covered by the work plan; Identify the transactions and their pertinent pre-requisites, and workflows; Define standards of service and update internal procedures' manuals.

2. Undertake the general administrative support to the office: Oversee work related to procurement including preparing a procurement plan in coordination with project managers and management of all procurement and contractual aspects of projects related to procurement of diverse services and commodities, billing and receipt of goods and services. Prepares/oversees preparation and distribution of invitations to tender and manages/conducts all aspects of bid/proposal evaluations. Participates in negotiations with senior supplier representatives; signs procurement orders up to the authorized limit, and, in cases where the amount exceeds authorized signature authority, prepares submissions to the Contracts Committee for review and subsequent approval by the authorized official. Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations. Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc. including UN to UN agreements. Ensure the appropriate and timely provision of services by the providers; In close coordination with inter-agency technical groups, actively promote standardization and consolidation of services and contracts; Develop comparative analysis of suppliers, evaluation of vendors and service providers; Supervise the management of assets and ensure proper internal control. Prepare submissions to Local Property Survey Board for the disposition of assets.

3. Ensure the provision of travel arrangements: Devise workflows, promote a comprehensive issuance of travel plans and conduct market research towards securing efficiency and economy; Oversee the timely and accurate settlement of travel claims, monitor advances and roster payments; Negotiate and/or participate in the negotiation of corporate rates and discounts with service providers and undertake timely contracting of these services; Ensure timely granting of visas and other travel arrangements.

4. Support the appropriate functioning of the office space, registry, circulation and storage of documentation; Devise systems and workflows for official correspondence issuance, receipt, filing and disposition; In coordination with the substantive officers, devise and implement systems for the receipt, temporary storage and distribution of printed and audiovisual material; Undertake monitoring the disposal of official information in adherence to the UN rules. Support IT assistant in IT related matters including provision of IT resources to staff. Act together with Senior. ICT as IT focal point with UN Environment HQs.

5. Provide management with analytical information: Research, compile, analyze and summarize data relevant to UN Environment-Latin America and Caribbean Office activities and recommend improvements: Assess adequacy of office equipment and facility management; Compare processes and practices from other offices within UN Environment and inter-agency outlets; Provide training and guidance to staff on matters related to procurement and travel.

6. Perform other related duties as may be assigned in the area of finance and administration as requested by the Finance Management Officer among others representing the Regional Office in the local inter-agency Operations Management Team (OMT), support operational aspects of outposted offices in the region. Assume the responsibilities of the Finance Management Officer in her/his absence.

Competencies

Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures; Ability to apply various UN 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 work and in achievements; 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 situation.

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

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 or public administration, finance, accounting or related area. A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Certification level 4 in CIPS or similar certification is an asset

Work Experience

A minimum of five years of progressively responsible experience in procurement, administration, travel management or related field. Experience in finance or accounting is an asset. Working experience with Enterprise Resource Planning (ERP), Umoja, is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Spanish is required. Working knowledge of French is an asset. Knowledge of another UN official language is an advantage.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a 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. 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.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

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.

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.

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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