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Job Opening
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Posting Title: |
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ADMINISTRATIVE OFFICER, P3
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Job Code Title: |
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ADMINISTRATIVE OFFICER
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Department/ Office: |
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United Nations Environment Programme
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Duty Station: |
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COPENHAGEN
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Posting Period: |
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14 February 2014-14 April 2014
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Job Opening number: |
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13-ADM-UNEP-27906-R-COPENHAGEN (E)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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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. The overall objective of the UNEP's Division of Technology, Industry and Economics (DTIE) is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities. This post is located in the Climate Technology Centre (CTC), Division of Technology, Industry and Economics (DTIE) in the Copenhagen duty Station.
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Responsibilities
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Under the guidance and supervision of the Director of the Climate Technology Centre (CTC), the incumbent will carry out the following duties:
Budget and Finance:
Advise and support the Director in the management of resources by:
a) Forecast the consolidated financial requirements of the CTCN;
b) Monitor consolidated budget implementation;
c) Assist the Director with fundraising and co-financing guidelines to assist the CTCN in seeking support from various sources;
d) Act as focal point for the Office of Internal Oversight Services/UNEP Administrative
Audit Unit;
e) Provide the required financial management information packages;
f) Advise the Director on matters relating to the CTCN budget, Trust Fund and Counterpart contributions.
g) Advise the Director on the application of relevant UN Financial Rules and Regulations, procedures and guidelines.
Programme Management:
Support and facilitate programme management by;
a) Lead, oversee and coordinate financial and human resources aspects in the preparation and implementation of the CTCN programme of work and budget;
b) Oversee the preparation and revision of the CTCN projects, following-up and monitor financial
reporting of implementing partners;
c) Coordinating monthly billing to clients, payments to suppliers and quarterly reporting.
d) Provide expert advice on correct procedures, interpretation of Financial Rules and Regulations.
e) Assist and advise the CTCN staff in the preparation of memoranda of understanding, letters of agreement, project co-operation agreements and similar documents determining relationships and joint activities between CTCN and partner bodies.
f) Support the CTCN staff on audit recommendations and taking corrective action on audit findings.
g) Oversee contractual arrangements with consortium partners and Network members.
h) Coordinate financial reporting of CTCN to UNEP, donors and UNFCCC
Human resources:
Participate in the management of human resources by;
a) Supporting action covering the entire span of human resources activities, e.g. recruitment,
placement, performance appraisal, vacancies, job classification reviews, training;
b) Provide expert advice with respect to conditions of service, duties and responsibilities
and privileges and entitlements under the Staff Rules and Regulations;
c) Review post incumbency reports for purposes of vacancy management and staffing table control.
General Administration:
Provides general administrative services by;
a) Act as bank signatory for the CTCN project;
b) Develop and implement procedures to ensure that accounting and financial management
controls are consistent with UN policies and practice;
c) Implement and monitor support services, including procurement of supplies and services
and acting as ex officio in the local committee on contracts;
d) Assist in the preparatory arrangements for meetings organized by the CTCN, supervising
the preparation of official travel arrangements for financed participants and certifying in
accordance with UN rules;
e) Supervise administrative support staff and provide advice as necessary on issues related
to financial administration, human resources administration, and management information issues and practices to colleagues;
f) Perform other related duties as required.
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Competencies
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• 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.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits
Input by genuinely valuing others' ideas and expertise; Is willing to listen and 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.
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Education
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Advanced university degree (Master’s degree or equivalent) in accounting, finance, business or public administration or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
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Work Experience
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A minimum of five years of progressively responsible experience in finance, accounting, administration or related field. Qualifying years of experience are calculated following the receipt of the first level university degree recognised by the United Nations.
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Languages
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English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another UN official language is an advantage.
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Assessment
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Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
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Special Notice
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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. This position is funded for an initial period of one year and may be subject to extension.
1. 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. On-line applications will be acknowledged where an email address has been provided.
2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.
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United Nations Considerations
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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.
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No Fee
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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.
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