Administrative Officer Job in Kenya – UN


Posting Title: Administrative Officer, P4


Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 03 April 2021 – 17 May 2021
Job Opening Number: 21-Administration-UNEP-151255-R-Nairobi (X)
Staffing Exercise: N/A

United Nations Core
Values: Integrity, Professionalism, Respect for Diversity

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.
UNEP’s Science Division is responsible for analyzing the state of the global
environment, providing early warning information and assessing global and
regional environmental trends to catalyze and promote international cooperation
and action on the environment. This post is located in the Administrative Unit of
the Science Division at the Nairobi duty station.

Responsibilities

Under
the direct supervision of the Deputy Director and within delegated authority,
the incumbent will contribute to the effective and efficient operation of the
Science Division by coordinating its administrative, human resources functions
as well as financial, budgetary and/or programmatic activities of the Climate
Services and Capacity Building Unit. The incumbent will be responsible for the
following duties:

General Administration:

• Implements and
monitors support services, including procurement of supplies and services;
transport, travel and traffic, communications, engineering and information
technology support; and provision of local utilities and service requirements.
• As the Quality Analyst for the Division, review, clear and provide guidance
on all Legal Instruments to ensure they are in line with UNEPs Partnership
Policy, Due Diligence of the Partners has been undertaken and correct templates
are used.
• Supervises a staff team and/or provide advice to others on human resource
administration, financial administration and management information issues and
practices to colleagues.
• Produces major/complex reports for management. Provides expert guidance and
leadership to more junior staff.
• Performs other related duties as required, e.g., reviews of Secretariat
offices and departments at headquarters/missions, operational travel programme,
adequacy of departmental space requirements, and technology requirements.
Performs other related work as required.

Human Resource Management:

• Initiates and
coordinates actions covering the entire span of human resource activities,
e.g., recruitment, placement, promotion, performance appraisal, vacancies, job
classification reviews, separation of staff members, training, etc., ensuring
consistency in the application of UN rules and procedures.
• Provides expert advice with respect to conditions of service, duties and
responsibilities, and privileges and entitlements under the Staff Rules and
Regulations.
• Provides advice and direction to senior management in the Division on
workforce planning and other HR related issues to foster sound decision-making.
Represents the Division at Departmental Panels and appointment bodies.
• Leads on post and staffing table management including funding for the
respective posts. Reviews post incumbency reports for purposes of vacancy
management and staffing table control.
• Leads, oversees and coordinates the preparation and implementation of the
work program and budget to ensure compatibility with work priorities and
objectives, taking into account the most effective use of resources.

Budget and Finance:

• Initiates and conducts
studies to improve budget reporting systems and cost-effective utilization of
program resources.
• Analyzes cost estimates and budget proposals, including programmatic aspects.
Ensure compliance with the results-based framework and other legislative
mandates. Review, analyze and finalize financial implications arising from
decision/statements of the Security Council and the General Assembly and its
subsidiary bodies.
• Analyze and recommends spending authority, monitors and controls budgetary
allocations through regular reviews; drafts routine and ad hoc outputs; and
provides effective monitoring reports and data. Administer and monitor
extra-budgetary resources, as applicable. Identifies deviations from plans and
proposes corrective measures.
• Establishes and maintains a set of sound policies, procedures, standards and
tools which are consistent with UN policy and practice in order to ensure
proper accounting, financial management and control.
• Leads on the Financial and Budget Management of all Global Funds (Green
Climate Funds (GCF) and Global Environment Facility (GEF)) under the Science
Division. This includes undertaking in-country Fiduciary Capacity Assessments
(both procurement and financial).
• Prepares Financial reports to Donors in accordance to UN Financial Rules and
Regulations as well as Donor requirements.
• Provides substantive support to relevant intergovernmental and expert bodies
in their review of budget proposals; assist in securing approval from the
General Assembly or related governing body.

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.

• 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.

• 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 is required.
  • A first-level university degree in combination with two additional 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.
At least 3 years of experience in programme/budget management of Global Funds
is desirable.
Experience within the UN system or other international or public sector
organization is desirable.

Languages

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

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 may include an assessment exercise 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.

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.

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.

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.

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.

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.]

How To Apply

Click here to apply


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