ADMINISTRATIVE OFFICER

Contract

This is a P-3 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 5 years of experience, depending on education.

Salary

The salary for this job should be between 118,767 USD and 155,515 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. This position is located in Riyadh, the Kingdom of Saudi Arabia under the overall authority of UNEP Regional Office for West Asia (ROWA). The Administrative Officer will report to the Saudi Environment Sustainability Programme Manager and work in close collaboration with the Administrative Officer of UNEP/ROWA. The Administrative Officer will manage and oversee a wide range of functions in areas of administration, finance & budget management, human resources, procurement, supply chain & logistics, and other administrative services for successful implementation of the programme activities. The Administrative Officer will also supervise a team of administrative support personnel. In successful and effective discharge of his/her responsibilities, the incumbent will ensure the appropriate use of resources (human and financial) and will ensure compliance with the financial rules and regulations of the United Nations.

Responsibilities Within delegated authority, the Administrative Officer will be responsible for the following duties:

General Administration: •Supports the Project Manager and staff in the programme team to develop the project’s work programme and budget. •Coordinates the production of programme reports in collaboration with Project Manager to consolidate yearly progress reports on status of implementation and submit to the donor, in accordance with agreed schedules of reporting. •Drafts and reviews legal instruments pertaining to cooperation with project partners such as Programme Cooperation Agreements (PCA), SSFAs, Contractual Agreements and other contractual documents as appropriate. •Supports the Programme Manager with preparation of presentations, letters, memos, and other general correspondence as appropriate. •Leads the organization and servicing of meetings and workshops related to the projects, including Project Steering Committee Meetings.

Human Resource Management: •Effectively coordinates a wide range of actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, follow-up on performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

Budget and Finance: •In collaboration with Programme Manager, takes the lead with respect to the preparation of budgets in accordance with the implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the programme budget and allotments issued, in collaboration with the administrative officer of the West Asia Office; •Monitors budget/work program with respect to project approved budgets and programme of work on a regular basis, and reallocates resources as necessary, in collaboration with the Project Manager; •Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources. •Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. •Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. •Certifies financial transactions within the delegated authority.

Other administrative duties: •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 as well as management of official fleet of cars, office assets, facilities and office supplies. •Serves as security focal point for country programme on matters related to security and safety of UNEP personnel and their dependents, official visitors, offices and assets. •Assists the country Programme Manager in liaising with the host country authorities on matters related to the Host Country Agreement and issues. •Participates on behalf of the country programme in the UN Operations Management Team (OMT) meetings, in task forces and events on administrative and management issues. •Serves as UNEP/ROWA's focal point for the country programme on financial, budget, human resources, audit, procurement, operations and other administrative matters. •Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. •Performs other related work as required.

Competencies •Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations 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 & 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.

•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.

Education Advanced university degree (Master's degree or equivalent) in business, international relations or public administration, finance, accounting, or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Other: Good computer skills in Windows, and other computer applications such MS Outlook, Word Processing, Power Point, Access, and Excel are essential.

Work Experience A minimum of five years of progressively responsible experience in general administration, finance, accounting, human resources management or related field, is required Prior experience in UN system entities or other international organizations at country and regional level is desirable. Experience in Enterprise Resource Planning Systems Particularly Systems Applications and Products (SAP) is desirable. Knowledge and experience of the UN financial rules and regulations is advantage. Knowledge and familiarity with Umoja system is strongly desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Fluency (oral and written) in Arabic is desirable.

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

Special Notice •This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

•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. 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 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.

•While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

•Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

•This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

•Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

•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.

•Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.