SENIOR ADMINISTRATIVE OFFICER

Contract

This is a P-5 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 10 years of experience, depending on education.

Salary

The salary for this job should be between 168,299 USD and 210,917 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. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development. A key agreement opened for signature at Rio was the Convention on Biological Diversity. The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the CBD Secretariat, Administration Division in Montreal duty station. Under the direct supervision of the Acting Executive Secretary, the incumbent will be responsible for the following main functions:

Responsibilities

1) Advises the Executive Secretary and other senior staff on all financial, personnel and administrative questions, including the implementation of the delegation of authority on financial and personnel matters and the undertaking of additional administrative responsibilities from the United Nations. Identifies potential management reviews of high sensitivity and complexity. Defines problems to be addressed in management reviews. 2) Prepares SCBD budget proposals, in cooperation with the Executive Secretary, for review by the Conference of the Parties (COP), the Conference of the Parties serving as the Meeting of the Parties to the Cartagena Protocol on Biosafety (COP/MOP) and the Conference of the Parties serving as the Meeting of the Parties to the Nagoya Protocol on Access and Benefit-Sharing of Genetic Resources (COP/MOP). Makes budget presentations and participates in discussions with Governments. Monitors, reports on the implementation of the budget and advises the Executive Secretary on redeployment of funds within her authority. Liaises with Governments of the Parties to the Convention and the Protocol on issues related to contributions. Provides cost estimates for activities financed from the two Voluntary Trust Funds of the Convention, and the two Voluntary Trust Funds of the Protocol. Acts as a certifying officer for all SCBD accounts, including local imprest accounts. Forecasts SCBD income and expenditure and administers financial resources and ensures payments in accordance with UN financial regulations and rules and the delegation of authority to the Executive Secretary of the UNEP-CBD Secretariat. Exercises control over the staffing table and other sources. Engages and seeks contributions from non-government (private sector) actors to operationalize COP decision XIII/32 with regard to the support of private sector to CBD work. 3) Advises senior management in the mobilization of voluntary resources. Supports the Secretariat’s delivery of expected outcomes and outputs, and overall coordination of activities by maintaining an overview of funding needs and liaison with potential donors. Oversees the management of the Result-Based Management (RBM) Project implementation through effective co-ordination and oversight. Ensures effective management of risk and resource. Supervises the roll out and use of the UMOJA Integrated Planning, Management and Reporting (IPMR) tool and Implementing Partner Grantor modules in the Secretariat. Produces major/complex reports for senior management and Parties. 4) Assists the Executive Secretary to develop/implement staffing plans and advises on staff appointments and promotions. Oversees the recruitment and administration of staff, consultants, experts and short-term conference staff in accordance with UN staff regulations and rules of procedures and the delegation of authority. Services and acts as an ex officio member of the Departmental Panels (Recruitment Panels) and oversees the internal Performance Appraisal System process. Assists in the development, recruitment and implementation of staff training programmes. Evaluates effectiveness of developed training programmes and recommends ways to enhance their impact. Provides recommendations to the Executive Secretary, on the implementation of overall learning strategies and organizational policies and procedures. Represents management on the Management Committee of the SCBD and liaises with the Staff Association. 5) Plans requirements and ensures support services in accordance with UN financial regulations and rules and the delegation of authority, including administrative support to organization of sessions of COP, COP-MOPs and Convention and Protocol Subsidiary Bodies, procurement of goods and contracting of services, travel of staff, maintenance of office space and provision of office services; exercises control over non-expendable property, supplies and materials and communications. Establishes and maintains a set of sound internal policies, procedures, standards and tools consistent with UN policy and practice in order to ensure effective and efficient delivery of administrative services; develops and promotes innovations and best practices in these areas. 6) Provides leadership and direction to the conference service team in order to ensure effective and efficient delivery of support services to enable the organization of conferences and workshops. Advises in general on strategic issues and opportunities to improve the effectiveness and efficiency of the events management and to provide fully satisfactory client services. Provides operational advice and guidance to senior management on the format for the conferences, on the planning, resource requirements including for interpretation, allocation of rooms and spaces in line with arising priorities, IT, logistical support, security and any other requisite material arrangements. Proactively collaborates with ICAO, UNON and other UN offices to establish smooth planning of conferences and workshops and to provide effective support of their organization. 7) Liaises and coordinates with UNON, ICAO and other offices on personnel and other administrative matters. Coordinates replies to queries and observations on administrative matters from UN internal and external auditors as well as other sources. Participates in negotiations on, and implementation of, agreements on collaboration with other UN organizations. Liaises with host country authorities on administrative matters related to the implementation of the Headquarters Agreement, including issuance of identity papers, visas and other official documents and the application of the UN Convention on Privileges and Immunities. Represents SCBD in all commercial transactions. 8) Leads team members efforts to collect and analyze data and provides insight to identify trends or patterns for data-driven planning, decision-making, presentation and reporting. Ensures that everyone can discover, access, integrate and share the data they need. 9) Performs other duties as requested by the Executive Secretary.

Competencies

PROFESSIONALISM: Knowledge in applying contemporary principles and practices to financial management and resource planning, accounting, financial reporting and financial operations in a complex organizational setting. Ability to develop and implement new policies, procedures and other improvement initiatives to promote cost-effective resource management and strengthen financial stewardship and control. Demonstrates high-level managerial and programmatic competence, including negotiating skills in inter-governmental fora and in the UN system. Shows pride in work and 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. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. 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 the audience. Demonstrates openness in sharing information and keeping people informed. ACCOUNTABILITY: Takes ownership of all responsibilities and honors 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. LEADERSHIP: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. VISION: Identifies strategic issues, opportunities and risks. Clearly communicates links between the Organization's strategy and the work unit's goal. Generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction. Conveys enthusiasm about future possibilities.

Education

Advanced university degree (master’s degree or equivalent) in business administration, management, economics, or a related field is required. 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. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Job - Specific Qualification

Certification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in budgeting and financial management is required. A minimum of ten (10) years of progressively responsible experience supporting the presentation of budget proposals to intergovernmental bodies such as the Advisory Committee on Administrative and Budget Questions (ACBCQ), the General Assembly or other policy-making organs is required. A minimum of ten (10) years working experience with the United Nations or other similar large international entities in supervisory capacity is required. A minimum of five (5) years working experience in administrative and financial management of large conferences such as Conference of Parties or similar international events are required. Experience working with multilateral environmental agreements (MEAs) in general administration, financial and human resources is desirable. Experience with Business Intelligence Reporting within an Enterprise Resource Planning (ERP) System such as SAP is desirable. A minimum of two (2) years or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English language is required. Fluency in French language is desirable. 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

Assessment

Evaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview.

Special Notice

Appointment against this post is 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. Staff members of the United Nations Secretariat must fulfil the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover letter. 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. When completing the form, 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 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 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. 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 indicate 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. Online 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. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.