Vacancy - Administrative Officer
UNEP-CAR/RCU VACANCY ANNOUNCEMENT
Job Title: ADMINISTRATIVE OFFICER, P4
Department/ Office: UNITED NATIONS ENVIRONMENT PROGRAMME-Caribbean Regional Coordinating Unit
Duty Station: KINGSTON
Closing date for applications: 9th May 2011
Starting date: 13TH June or soonest thereafter
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations systems 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 Division of Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. The post is located in the Caribbean Regional Coordinating Unit (UNEP-CAR/RCU) in Kingston. Under the direct supervision of the Coordinator of Caribbean Regional Coordinating Unit, the incumbent will carry out the following duties:
- Formulate and prepare the Secretariat's budget, in consultation with the Coordinator and Programme Officers, and present for the approval of the Contracting Parties to the Cartagena Convention policy-making bodies, taking into consideration administrative, financial and management inputs;
- Advise and support the Coordinator in the management of resources by forecasting the financial requirements of the Secretariat, monitoring the budget implementation and ensuring full liquidity at all times; Provide the required financial management information packages as effective management tools for ensuring implementation of the programme within the resources and mandate approved by the Parties;
- Coordinate the provision of administrative, financial, and general services to the Secretariat as: - Administrative Officer: Streamline the internal procedures of the Secretariat ensuring that provision of administrative and general services are delivered promptly; Facilitate and supervise the preparation of donor agreements and project proposals, Memoranda of Understanding (MOUs) and contracts with supporting organizations and commercial firms; Expedite the provision of UNEP-CAR/RCU input to all requests emanating from UNEP management; Facilitate the auditing of the Secretariat accounts, projects, activities and transactions; Guide and supervise the functions of the support staff in the discharge of their duties to ensure efficient and prompt provision of all administrative services to the Secretariat; Oversee the administration and coordination of projects from special donors. Monitor performance of the secretariat accounts and recommend corrective measures to ensure that there are no shortfalls; Initiate, certify/approve and manage all transactions made by the Secretariat through the Integrated Monitoring Information System (IMIS) and Integrated Accounting and Budgeting System (IABS); Coordinate the transactions made by UNON and other UN bodies on behalf of the Secretariat, ensuring that they are within the requested actions and specified budget levels; Certify all transactions to confirm availability of funds; Prepare, in consultation with BFMS, periodic financial and administrative reports on the status of the funds and implementation of the Secretariat's programme of activities; Advisor to the Coordinator on human resources requirements/matters; Formulate job descriptions and terms of reference in consultation with other officers of the Secretariat; Advise the Coordinator, in consultation with Human Resources Management Service (HRMS), on the application of personnel rules and regulations, and with BFMS in the observance of established guidelines; Liaise with UNEP/UNON on the recruitment process, in particular the establishment, classification and advertisement of approved posts; Supervise the preparation of Special Service Agreements and corporate contracts; Oversee the monitoring of attendance, leave recording and reporting; Initiate renewal of contracts and promotion recommendations; Initiate, oversee and coordinate the process of procurement of goods and services, in collaboration with Contracts and Procurement Section(CPS); Oversee the provision of services to the Secretariat, in collaboration with the relevant service departments; Oversee preparation of all official Secretariat travels and certify availability of travel funds; Supervise the monitoring and maintenance of all the resources; Coordinate the provision of financial and administrative assistance to annual meetings of the Assessment Panels, workshops and seminars;
- Coordinate the preparatory arrangements for all the meetings of the Cartagena Convention and its Protocols, and manage the delivery of conferencing, administrative and financial services during the meetings; Coordination of meetings for other entities - Regional Offices and Conventions;
- Work with UNEP-CAR/RCU Regional Activity Centres (RACs) in an advisory role;
- Assist with coordination between UNEP offices;
- Advise the Coordinator on the administrative, financial and personnel aspects of the management of the Secretariat; Take an active part in the management of the Secretariat; Provide information required by UN organizations, Governments, non-governmental organizations and other stakeholders on administrative, financial and conferencing issues; Perform any other tasks assigned.
Professionalism: Expert knowledge and command of planning, programming, budgeting, financial management, human resources and other relevant administrative policies;
Planning and organizing: Proven ability to plan and organize work, and to develop clear goals that are consistent with agreed strategies. Ability to establish priorities, coordinate and monitor own work plan and those under his/her supervision
Communication: Very good drafting and communication skills, both oral and written including ability to prepare reports that are clear and concise and conduct presentations by clearly formulating positions on issues;
Technological awareness: Advanced computer skills, including proficiency in word processing, spreadsheets (Exel) and relevant software packages such as IMIS and IABS.
Teamwork: Good interpersonal skills and ability to work in a multicultural and multi-ethnic environment and to maintain effective working relations with other people of different national and cultural background;
Client orientation: Ability to identify, maintain effective relationships with outside collaborators and other contacts
Judgement/decision-making: Proven ability to provide strategic direction, to plan and establish priorities, and to ensure an effective work structure to maximize productivity and achieve goals;
Leadership - Proven supervisory ability and technical leadership; Ability to establish and maintain effective working relations both as a team member and team leader.
Advanced university degree in public or business administration, management, social sciences or equivalent or a first degree with a relevant combination of professional and academic qualifications and related experience.
At least 7 years of relevant experience and sound background in administrative and financial management, programme/project management, of which a minimum should be 4 years at the international level.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Fluency in Spanish an asset.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
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.
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