Administrative Officer, Nairobi

Closing date: Saturday, 13 June 2015

Posting Title: ADMINISTRATIVE OFFICER, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 14 April 2015-13 June 2015
Job Opening number: 15-ADM-UNEP-40138-R-NAIROBI
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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.
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.. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
Organizational Setting and Reporting
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. UNEP's Division of Communications and Public Information (DCPI) communicates UNEP's core messages to all stakeholders and partners, raising environmental awareness, influencing attitudes, behavior and decisions related to the local and global environment, and enhancing the profile of UNEP worldwide.
Reporting to the Director and under the general guidance of and in close collaboration with the Senior Public Information Officer, and in association with the UNEP Office for Operations and Corporate Services, the Administrative Officer is responsible for the following
Responsibilities

1. Operations Management: Directly implement, manage and oversee the Division's finance, human resources, procurement, ICT, security and other associated actions in compliance with the Organisation's policies, procedures, rules and regulations. Ensure effective and efficient operations and business processes support to the division's sections and to its out-posted officers;
2. Manage the human and other resources of the Division's Operation Unit: Serve as HR secretariat for all senior professional recruitments in the Division. Establish, enhance, and maintain strong working relationships with relevant stakeholders and service providers in other UN entities, especially the UN Office at Nairobi;
3. Operations planning, monitoring and reporting: plan, monitor, assess, and report on the Division's operations strategy and work, developing and delivering against the operations components of the Division Management Plan, in the context of the Division's project commitments to UNEP's Programme of Work and its Medium Term Strategy. Oversee the financial management of the Division's resources;
4. Policy and procedure development, implementation, and compliance: Develop, standardise implement, and ensure compliance with organisational and Divisional policies, procedures, and protocols related to the communication function and DCPI work processes and resource scheduling;
5. Business continuity planning: Develop, monitor, and maintain the Division's business continuity plan and ensure effective and efficient process, transition, workflow, and succession planning for seamless programme delivery and reduced risks;
6. UMOJA/ERPs super user and facilitator: Oversee the Division's implementation of UMOJA and other ERPs, including in compliance with and execution of IPSAS. Facilitate the rollout of ERPs in the Division and provide relevant training to staff.

Competencies
Professionalism

• Knowledge of administrative, human resources, financial and budgetary principles and practices, budget development and administration of financial and human resources;
• Knowledge of theories, concepts and methodologies related to results-based management ;
• Ability to implement budgetary policies, procedures and new programmes and to formulate new strategies and technical approaches to budgetary 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.

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.

Planning and Organising

• 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.

Client Orientation

• Considers all those to whom services are provided to be 'clients ' and seeks to see things from clients' point of view.
• Establishes and maintains productive partnerships with clients by gaining their trust and respect.
• Identifies clients' needs and matches them to appropriate solutions.
• Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems.
• Keeps clients informed of progress or setbacks in projects.
• Meets timeline for delivery of products or services to client.

Education

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

Work Experience

• A minimum of seven years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.

Languages

• English and French are the working languages of the UN Secretariat.
• For the position advertised, fluency in oral and written English is required.
• Knowledge of another UN official language is an advantage.

Assessment Method

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

United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' on the upper right side of the browser on Inspira.
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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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