Administrative Officer, Nairobi , Kenya
Job Title
ADMINISTRATIVE OFFICER, P3
Department/ Office
United Nations Environment Programme
Duty Station
NAIROBI
Posting Period
5 November 2013-4 January 2014
Job Opening number
13-ADM-UNEP-31061-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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 Office for Operations and Regional Support Office help to implement UNEP's global programs in the regions by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental problems and emergencies . This position is located in the Office for Operations at the Nairobi duty station.
Responsibilities
Under the overall guidance of the Director of the Office for Operations and Regional Support Office the incumbent will be responsible for the following:
1. Human Resource Management: Coordinates actions related to the administration of human resource activities e.g. recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures; Identify upcoming job openings in coordination with Regional Support Office and regional offices; Assist in staffing table control and reviews and handles post incumbency issues; Provide advice and support to the manager and staff on human resources related matters. Represents the Office for Operations and Regional Support Office at departmental panels.
2. Finance and Budget: Contribute to budget preparation inputs required for budget submissions for the Division; Supervises and provides guidance on financial administration and management information issues and practices to colleagues.
3. General Administration: Oversees work related to procurement and billing from various services, operational travel programme, procurement monitoring and evaluation of vendor services/payment to vendors and individual contractors for services; Reviews adequacy of departmental space requirements; Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary;
4. Performs other related work as required; Provides leadership to more junior staff.
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 evaluate 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.
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.
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.
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
Advanced university degree (Master's degree or equivalent) in business or public administration, or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in administration, human resources management or related areas. Experience in implementation personnel and administrative policies and procedures desirable. Qualifying years of experience are calculated following the receipt of the first level university degree recognized by the United Nations.
Languages
Fluency in one of the working languages of the UN Secretariat - English (both oral and written) is required. Knowledge of another UN official language is an advantage.
Assessment Method
Evaluation of qualified candidates for this position will include a substantive assessment which will be followed by a competency-based interview.
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