Responsibilities
HUMAN RESOURCES MANAGEMENT:
Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Monitors the work of the Administrative Unit Interns and UN Volunteers in carrying out all human resources administrative transactions including preparation of personnel actions, maintenance of staffing tables and organigrammes.
Provides advice and answers general queries on classification procedures and processes.
Provides information and advice to staff/consultants, UN Volunteers and interns with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
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 with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
Collects data from relevant databases and prepares customized financial reports.
Coordinates 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, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
Provides advice to 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, including review of agreements and cost plans, 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.
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.
Focal point for reviewing Legal Instruments to ensure correct templates are used and are in line with UNEP’s Partnership Policy.
Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assists with visualizations and updating information material such as web pages or brochures.
Performs other duties as required.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.
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.
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.
Education
Completion of High school diploma or equivalent is required. Supplemental training in administrative services, human resources, finance/budgetary or related area is desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience
Ten (10) years of progressively responsible experience in administrative services, human resources, finance/budgetary or related area is required.
At least Two (2) years’ experience in providing administrative and/or human resources support in the UN System or a comparable International organization is required.
Experience using Umoja, Systems, Applications, and Products in Data Processing (SAP) or similar Enterprise Resource Planning (ERP) tool is desirable.
Experience with UN systems and procedures or in a similar international organization, as they relate to the daily operations and administration is desirable.
One (1) year 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, fluency in oral and written English is required. Knowledge of another UN official language is desirable.
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