Summary
Date Posted: Wednesday, June 21 2023, Base Salary: Not Disclosed

JOB DETAILS:
Responsibilities
Human Resources Management:
• Acts as human resources focal point for the office.
• 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.
• Reviews and processes personnel actions through Umoja.
• 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 and follows up the KPI for the office through compliance of mandatory trainings and timely completion of performance appraisal documents and ensures reporting compliance.
• Raises shopping carts for Consultants and Individual Contractors, creates Service Entry Sheets to record services rendered and submits payment requests for disbursement.
• Monitors UMOJA staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
• Maintains on an ongoing basis the division organizational chart and the staff/personnel directory up to date.
• Maintains on an ongoing basis all staff and personnel contractual history within the division.
• Act as the office time administrator and monitors leave requests in the office.

Budget and Finance:
• Provides expert assistance in the preparation and development of the Division’s work programme and budget.
• Assists in monitoring budget/work programme with respect to various budgets, grant and other funds on a regular basis and suggests reallocation of resources and implements the reallocation 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, in terms of staff and non-staff requirements; ensures compliance with the medium-term plan and other legislative mandates.
• 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, 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, analysing variances between approved budgets and actual expenditures.

General Administration:
• Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
• Provides assistance in drafting of budget agreements, publications and newsletters or contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
• Maintains on an ongoing basis the list of property, including the active subscriptions and licenses, mobile lines, landline extensions, among others, ensuring timely renewal or deactivation.
• Coordinates extensively with service units and liaises frequently with internal team members both at UNEP and the sister agencies.
• 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 meetings, intergovernmental meetings, conferences).
• 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.

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.
• Oversees the correct tracking and maintenance of office assets and equipment and ensures all relevant equipment is covered by the relevant insurance policy.
• Acts as Travel Administrator for non-staff personnel and creates travel requests and expense reports in accordance with the UN regulations, rules and processes.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys.

Data:
• 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.

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. 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.
• PLANNING AND 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.
• 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
• High school diploma or equivalent is required. Supplemental training in administration, finance / accounts, audit, human resources management or related area 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
• A minimum of ten (10) years of progressively responsible experience in administration, finance, human resources, procurement, or related area, is required.
• Work experience in the last five (5) years with large Enterprise Resource Planning Systems, such as SAP (Umoja) is required.
• Experience with analysis of volumes of data and the of complex formulas and pivot tables in Microsoft Excel is required.
• Experience with information management and business processes systems, such as SharePoint, 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 advertised, fluency in English is required. 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 area

Work Hours: 8

Experience in Months: 120

Level of Education: Postgraduate Degree

Job application procedure
• Interested and qualified? Click here to apply

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