ADMINISTRATIVE OFFICER

Contract

This is a P-4 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be between 139,275 USD and 179,566 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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. UN Environment’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. The post is located in the Caribbean Regional Coordinating Unit (CAR/RCU) in Kingston. Under the direct supervision of the Coordinator of Caribbean Regional Coordinating Unit, and within delegated authority, the incumbent will be responsible for the following duties:

Responsibilities 1. Formulate and prepare the Secretariat's budget in consultation with the Coordinator and Programme Officers, and present for the approval of the Contracting Parties to the Cartagena Convention.

2. Advise and support the Coordinator in the management of resources by forecasting the financial requirements of the Secretariat, monitoring the budget implementation and ensuring full liquidity at all times; Provide the required financial management information packages as effective management tools to ensure programme implementation.

3. Coordinate the provision of administrative, financial, and general services to the Secretariat as Administrative Officer: •Streamline the internal procedures of the Secretariat to ensure that provision of administrative and general services are delivered promptly. •Facilitate and supervise the preparation of donor agreements and project proposals, Memoranda of Understanding (MOUs) and contracts with supporting organizations and commercial firms. •Expedite the provision of UN Environment-CAR/RCU input to all requests emanating from UN Environment management; Facilitate the auditing of the Secretariat accounts, projects, activities and transactions. •Guide and supervise support staff functions. •Oversee administration and coordination of projects from special donors. Monitor performance of Secretariat accounts and recommend corrective measures to ensure no shortfalls. •Initiate, certify and manage Secretariat transactions through the Umoja; Coordinate the transactions made by UNON and other UN bodies on behalf of the Secretariat. •Prepare, in consultation with UN Environment/ corporate services, periodic financial and administrative reports on the status of the funds and implementation of the Secretariat's programme activities. •Advise the Coordinator, in consultation with Human Resources Management Service (HRMS), on the application of personnel rules and regulations, and with UN Environment in the observance of established guidelines; liaise with Ecosystems/OSU on the recruitment process. •Oversee monitoring of administrative procedures such as staff attendance, renewal of contracts; Initiate, oversee and coordinate procurement of goods and services, in collaboration with Contracts and Procurement Section(CPS); Oversee the provision of services to the Secretariat, in collaboration with the relevant service departments; Oversee official Secretariat travels and certify availability of travel funds. •Coordinate provision of financial and administrative assistance to annual meetings of the Assessment Panels, workshops and seminars.

4. Work with CAR/RCU Regional Activity Centres (RAC) in an advisory role.

5. Coordinate preparatory arrangements for all the meetings of the Cartagena Convention and its Protocols; manage delivery of conferencing, administrative and financial services during the meetings.

6. Perform any other tasks assigned.

Competencies PROFESSIONALISM: Demonstrates professional competence and knowledge of budgetary, financial and human resources policies and procedures. Knowledge and command of budget development and management of resources, including monitoring of budget execution; ability to formulate new strategies and technical approaches to administrative matters. 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.

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.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education Advanced degree (Master’s degree or equivalent) in public or business administration, management, social sciences or related field is required. A first-level university degree in combination with two (2) additional years of qualifying 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 administrative and financial management, programme/project management is required.

Four (4) of work experience at the international level is required.

Experience in an international organization and multicultural setting is desirable.

Experience with financial systems/finance modules of enterprise resource planning (ERP), such as Oracle, SAP, such and Umoja or People-soft or similar software is desirable.

Prior knowledge of UMOJA Funds Management, Grants Management and Budget Implementation would be an asset.

Languages 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 other UN official 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 for this position may include a substantive assessment which will be followed by a competency-based interview.

Special Notice This is a Temporary Job Opening (TJO). Appointment against this position is for period of 3 months. 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.

Staff members of the United Nations Secretariat must fulfill the lateral move(s) requirements, or geographical to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral or geographical move(s) in their Personal History Profile (PHP) and cover note.

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.

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. An impeccable record for integrity and professional ethical standards is essential 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.

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.

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.

On-line applications will be acknowledged where an email address has been provided. 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. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. 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, 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.