Job Opening

Posting Title: ADMINISTRATIVE OFFICER - Head of Operations, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: BONN
Posting Period: 09 December 2021 - 22 January 2022
Job Opening Number: 21-Administration-UNEP-168628-R-Bonn (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 (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.

Established in April 2012, the Intergovernmental Science-Policy Platform on Biodiversity and Ecosystem Services (IPBES) has a membership of over 130 Governments (see www.ipbes.net) and seeks to respond to the needs of governments and other stakeholders to strengthen the science-policy interface on biodiversity and ecosystem services.

This position is located at the IPBES Secretariat at the Bonn duty station in Germany. Under the direct supervision of the Executive Secretary of IPBES, the incumbent will be responsible for the following functions:

Responsibilities

1. Budget and Financial Management:
• Providing strategic direction in the preparation of the budget, guiding the fund management officer and programme officers in incorporating the IPBES work programme planned activities into the budget and within approved levels.
• Leading, overseeing and coordinating the implementation of the budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.
• Initiating processes to improve budget reporting systems and cost-effective utilization of program resources. Managing and ensuring certification of all transactions through the UN ERP System (Umoja) are within Plenary approved budgets and established UN regulations and rules.
• Establishing and maintaining 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.
• Producing reports for management and is responsible for the reporting to Plenary and Bureau on budget/programme performance as appropriate.
• Taking the lead in drafting and review of donor agreements and participating in the review of legal instruments with implementing partners.

2. Procurement and General Administration:
• Coordinating with substantive officers to ensure that they have the capability and resources to meet programme needs.
• Overseeing the procurement processes, implementing and monitoring support services, including procurement of supplies and services, travel, and information technology support in line with the service requirements.
• Supervising and providing strategic leadership and advice to the administrative team and colleagues on issues and practices regarding administrative and general services.
• Streamlining the internal procedures of the secretariat to ensure prompt administrative service delivery.
• Managing, guiding, developing and training staff under her/his supervision and keeps abreast with latest developments in administrative policies and procedures of UN Environment Programme (UNEP) and UNON (United Nations Office at Nairobi).
• Representing IPBES at inter-agency meetings such as common services, security, seminars on administrative and substantive-related issues.
• Lead on administrative and financial liaison with National Focal Points and the member States of IPBES.
• Lead on IPBES membership outreach and enlargement.
• Undertaking missions with overall responsibility for the planning of Plenary and other designated meetings away from Bonn and serving as the representative of the Organization.
• Overseeing the logistics, financial and other requirements of the sessions of the IPBES Plenary and leading the negotiation of host country agreements.
• Confirming the services to be allocated to meetings at and away from Bonn.
• Maintaining constructive relationships with UNEP headquarters and UNON offices and preparing related official communication in response to requests for information.
• Providing responses to audit queries and ensuring follow up with audit recommendations.
• Performing other related duties as required.

3. Human Resource Management
• Initiating and coordinating actions covering the entire span of human resource activities, including recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members and training; ensuring consistency in the application of UN rules and procedures.
• Initiating contract renewals in collaboration with the Executive Secretary.
• Providing expert advice on conditions of service, duties and responsibilities and privileges and entitlements under the Staff Rules and Regulations.
• Keeping staff updated on relevant human resources-related developments and overseeing the compliance of the secretariat staff with applicable rules and regulations.
• Overseeing the monitoring of attendance, leave recording and reporting of IPBES secretariat.
• Coordinating training activities, based on the needs of the secretariat, to ensure effective delivery of administrative support.

Competencies

PROFESSIONALISM: Knowledge of the financial, budgetary, procurement and administrative principles and practices of the UN or other international organization. Ability to produce reports and papers on administrative and budgetary issues and to review and edit the work of others. Ability to apply UN rules, regulations, policies and guidelines in work situations. 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.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

MANAGING PERFORMANCE: 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.

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 two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven (7) years of progressively responsible work experience in administration, budget, finance, accounting and/or procurement is required.

Experience in Enterprise Resource Planning (ERP) systems is required.

Experience working with recruitment and talent management software/applications is required.

Prior work experience of UN human resources management or similar large organization is desirable.

Prior intergovernmental work experience is desirable.

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 another official United Nations language is desirable.

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.

Assessment

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

Special Notice

Appointment against this post is for an initial period of one (1) 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.

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 contractor 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.

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.

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.

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 "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.

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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