The United Nations Environment Programme (UNEP) is the United Nations system’s designated entity for addressing environmental issues at the global and regional level.
Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.
Responsibilities
Under the overall supervision of the Chief, Executive Office and the immediate supervision of the Coordinator, Corporate Coordination Team (CCT), the incumbent will be responsible for the following duties:
Human Resources Management:
- Coordinates various actions related to the administration of the unit’s human resource activities. Liaises with central administration/executive services as required.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Reviews and processes personnel actions through IMIS.
- Advises staff on visa matters.
- Provides advice and answers general queries on classification procedures and processes.
- Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Monitors IMIS staffing tables for a variety of human resource activities.
General Administration:
- Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
- Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
- Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
- Coordinates with service units and liaises with internal team members both at Headquarters and in the field.
- Performs other related duties as required
Budget and Finance:
- Provides expert assistance in the preparation and development of the unit’s work programme and budget.
- Assists in monitoring budget/work programme and suggests reallocations of resources and implements the reallocations as necessary.
- Collects data from relevant databases and prepares customized financial reports.
- Provides assistance in the review, and preparation of the medium-term plan and its revisions.
- Reviews, analyses and assists in the finalization of cost estimates and budget proposals.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
- Monitors extra-budgetary resources ensuring compliance with regulations and rules and established policies and procedures.
- Assists in the preparation of budget performance submissions.
- Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
Contract Administration:
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; 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.
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.
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.
Education
- Completion of secondary education. Additional technical training in business administrative or related field.
Work Experience
- A minimum of ten (10) years of responsible experience in administration, human resources or other related fields.
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 a second official UN language is an advantage.
Closing Date: 23 May 2014
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