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SENIOR ADMINISTRATIVE OFFICER

Montreal

  • Organization: UNEP - United Nations Environment Programme
  • Location: Montreal
  • Grade: Senior level - P-5, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

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. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development. A key agreement opened for signature at Rio was the Convention on Biological Diversity. The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the CBD Secretariat, Administration Division. Under the overall supervision of the Acting Executive Secretary, the incumbent will be responsible for the following main functions:
Responsibilities
A. Advises the Acting Executive Secretary and other senior staff on all financial, personnel and administrative questions, including the implementation of the delegation of authority on financial and personnel matters and the undertaking of additional administrative responsibilities from the United Nations. B. Plans and co-ordinates review of budget submissions and provides advice and guidance on budgetary and financial policies and procedures, including results-based budgeting. Co-ordinates the preparation of budget submissions with the Executive Secretary and Senior managers and ensures that decisions of the Conference of the Parties (COP), the Conference of the Parties serving as the Meeting of the Parties to the Cartagena Protocol on Biosafety (COP/MOP) and the Conference of the Parties serving as the Meeting of the Parties to the Nagoya Protocol on Access and Benefit Sharing of Genetic Resources (COP/MOP) are accurately translated into programme budgets. Provides substantive support and guidance to relevant intergovernmental and expert bodies in their budget review; secures approval from the Conference of the Parties. Monitors and reports on the implementation of the budget and advises the Acting Executive Secretary on redeployment of funds. Liaises with Governments of the Parties to the Convention and the Protocols on issues related to contributions. Provides cost estimates for activities financed from the Voluntary Trust Funds. Contributes to the development and strategic use of outreach materials for the purpose of fundraising. Oversees processes relating to receipt and recording of contributions and pledges and prepares related correspondence to Parties. Prepares expenditure reports for governments as required. Engages and seeks contributions from non-government (private sector) actors to operationalize COP decision XIII/32 with regard to the support of private sector to the Convention and the Protocols’ program of work. C. Forecasts SCBD income and expenditure and administers financial resources and ensures payments in accordance with UN financial regulations and rules and the delegation of authority to the Acting Executive Secretary of the UNEP-CBD Secretariat. Acts as certifying officer for all Secretariat accounts, including local imprest accounts. Maintains current and up-to-date internal accounts with regular reporting to managers and oversees the preparation of allotments. Exercises control over the staffing table and other sources. D. Assists the Acting Executive Secretary to develop/implement staffing plans and advises on staff appointments and promotions. Oversees the recruitment and administration of staff, consultants, experts and short-term conference staff in accordance with UN staff regulations and rules of procedures and the delegation of authority. Services and acts as an ex officio member of the Departmental Panels (Recruitment Panels) and oversees the internal Performance Appraisal System process. Assists in the development, recruitment and implementation of staff training programmes. Represents management on the Management Committee of the Secretariat and liaises with the Staff Association. Plans requirements and ensures support services in accordance with UN financial regulations and rules and the delegation of authority, including: administrative support to organization of sessions of COP, COP-MOPs and Convention and Protocol Subsidiary Bodies for efficient utilization of conference resources and advise the Executive Secretary on procedures and possible cost-effective measures, procurement of goods and contracting of services, travel of staff, maintenance of office space and provision of office services; exercises control over non-expendable property, supplies and materials and communications. E. Liaises and coordinates with UNON, ICAO and other offices on personnel and other administrative matters. Coordinates replies to queries and observations on administrative matters from UN internal and external auditors as well as other sources. Participates in negotiations on, and implementation of, agreements on collaboration with other UN organizations. F. Liaises with host country authorities on administrative matters related to the implementation of the Headquarters Agreement, including issuance of identity papers, visas and other official documents and the application of the UN Convention on Privileges and Immunities. Represents the Secretariat in all commercial transactions. G. Supervises and provides guidance to Professional and General Services staff of the Administration. H. Leads team members efforts to collect and analyze data and provides insight to identify trends or patterns for data-driven planning, decision-making, presentation and reporting. Ensures that everyone can discover, access, integrate and share the data they need. I. Performs other duties as requested by the Acting Executive Secretary.
Competencies
PROFESSIONALISM: Demonstrates high-level managerial and programmatic competence, including negotiating skills in inter-governmental fora and in the UN system. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and 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 the audience. Demonstrates openness in sharing information and keeping people informed. 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. LEADERSHIP: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. EMPOWERING OTHERS: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work. Encourages others to set challenging goals. Holds others accountable for achieving results related to their area of responsibility. Genuinely values all staff members' input and expertise. Shows appreciation and rewards achievement and effort. Involves others when making decisions that affect them.
Education
Advanced university degree (Master’s or equivalent) in public or business administration or related field is required. A first-level or higher degree in other fields with two additional years of relevant work experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Job - Specific Qualification
Certification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent is desirable.
Work Experience
A minimum of ten (10) years of progressively responsible experience in budgeting and financial management or related field is required. A minimum of five (5) years of experience in the administration of complex assessed and extrabudgetary budgets in a large international organization is desirable. Experience with the United Nations or other similar international entities in an administrative capacity is desirable. Experience supporting the presentation of budget proposals to intergovernmental bodies such as the Advisory Committee on Administrative and Budget Questions (ACBCQ), the General Assembly (GA) or other policy-making organs is required. Experience working with multilateral environmental agreements (MEAs) in general administration, financial and human resources is desirable. Experience with Business Intelligence Reporting within an Enterprise Resource Planning (ERP) System such as SAP is desirable. A minimum of two (2) years 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 this post, fluency in English is required. Fluency in French 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 areas.
Assessment
Evaluation of qualified candidates may include a substantive assessment 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. Staff members of the United Nations Secretariat must fulfil the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Administrative Profile (AP) and cover letter. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants – When completing the Candidate Profile form, 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 or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. 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. On-line applications will be acknowledged where an email address has been provided. 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. 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 "Contact Us" 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
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.
This vacancy is now closed.
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