Job Opening

Posting Title: ADMINISTRATIVE OFFICER (Finance & Human Resources), P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: PANAMA CITY
Posting Period: 18 July 2019 - 31 August 2019
Job Opening Number: 19-Administration-UNEP-117791-R-Panama City (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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

HUMAN RESOURCES
1. Initiate and effectively coordinate all actions relative to the administration of human resources activities, including but not limited to: recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN Staff Rules and Regulations.
2. Designs, plans and implements a strategy for performance and results-based management in accordance with UN Rules and Regulations. Provides a strategy performance management advice to staff and management.
3. Assesses training needs, identifies, designs and delivers training and coaching programs to staff at all levels throughout the Organization.
4. Represent the Department/Unit at Departmental Panels and appointment bodies.
5. Review post incumbency reports for purposes of vacancy management and staffing table control.

BUDGET AND FINANCE
1. Approve and manage Umoja related financial functions and processes acting as a certifying officer for finance, implementing partner agreements, Human Resources, travel and low value procurement transactions. Provide guidance to functional units on financial accountability within programme responsibilities and on the effective use of programme resources.
2. Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. Provide guidance and leadership to junior finance staff.
3. Develop, implement, and maintain internal controls to monitor and ensure that financial resources are utilized to implement activities in accordance with work plans and cost plans. Monitor obligations and expenditures in line with approved cost plans.
4. Prepare and revise project budgets in line with work plans and financial rules and regulations and ensure that costs are reasonably estimated.
5. Review and clear financial reports to donors and liaise with headquarters for approval.
6. Review financial reports and audit reports from implementing partners, identify the existence of illegible expenses and if necessary, request the reimbursement of the funds to the implementing partner.
7. Manage petty cash in accordance with established procedures, maintain accurate and complete petty cash records and receipts, and ensure that replenishments are done in a timely manner.
8. Certify payroll for consultants and follow up with the United Nations Office Nairobi (UNON) on monthly payments.
9.Verify inter-office vouchers (IOVs) prepared by UNDP to confirm accuracy of accounts and to allow for reconciliation with UNON’s accounting system.
10. Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets.

GENERAL ADMINISTRATION
1. Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, finance, and human resource documents. Maintain confidential personnel files, ensuring that information is complete and updated.
2. Represent UN Environment at meetings on administrative issues (e.g. OMT) such as national salary scales, common services, premises, etc. when requested by Finance Management Officer
3. Assume the responsibilities of the Finance Management Officer in her/his absence.

Perform other duties and/or assignments as required.

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 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 accounting, finance, administration, audit 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.

Work Experience

A minimum of five years of progressively responsible experience in accounting, finance, human resources, administration or related fields is required. Working experience with the Enterprise Resource Planning (ERP) is desired. Experience in auditing 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 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.

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.

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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