Administrative Officer

Descripción del puesto:

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. CITES (the Convention on International Trade in Endangered Species of Wild Fauna and Flora) is an international agreement between States whose aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival (www.cites.org). This post is located in the CITES Secretariat at the Geneva duty station. Under the direct supervision of the Secretary General, CITES, the incumbent will perform the following duties:

Responsibilities
1.Budget formulation and governance support In consultation with the Secretary General, define CITES budgetary and financial needs and draft the Secretariat's core budget for approval by the Conference of the Parties (CoP), in accordance with the applicable CITES budget resolutions and in line with multiple scenarios for decision making. Consult with UNEP and the United Nations Office at Nairobi (UNON) as appropriate and present draft scenarios to the CITES Finance and Budget Subcommittee for review and comment. Prepare, present, and defend reports on budgetary, financial, and administrative matters to the governing bodies on behalf of the Secretary General. 2.Programme and project planning and costing: Provide guidance to programme officers on the formulation, planning, preparation, and implementation of programmes and projects to operationalize the programme of work decided by the CITES Parties. Work on budget issues with programme officers during design and preparation of CITES project documents in line with UN rules and regulations; coordinate finalization of project documents and liaise with the Secretary General for approval; oversee processing in Umoja and consult with UNEP/UNON as appropriate. 3.Financial policy advice to senior leadership: Support the Secretary-General in managing the Secretariat's financial resources by advising on the application of relevant UN financial rules, regulations, procedures, and guidelines, including IPSAS-compliant practices. 4. Administrative services and trust fund management: Coordinate and supervise the provision of administrative services by: assisting the Secretary General on all matters related to the CITES Trust Fund and donor funding; providing budgetary advice during the preparation of legal instruments with cooperating agencies, UN organizations and implementing partners; coordinating and monitoring project closure, including asset disposal; facilitating audits of CITES accounts, projects, activities, and transactions; preparing responses to audit queries; and overseeing office facilities management in accordance with UN standards. 5.Financial services and internal controls: Ensure efficient and effective management of financial resources by: a. Applying good practices for tracking contributions and expenditures to core and extra budgetary funding; initiating and managing transactions in Umoja and IPMR; monitoring budget performance; acting as (or overseeing) Certifying Officer in Umoja, confirming funds availability; and ensuring adherence to UN accounting principles, financial rules, regulations, and procedures. b. Preparing donor reports and periodic financial and administrative reports on the implementation of CITES projects; supervising the initiation and quality control of financial and administrative documents. c. Establishing, maintaining, and strengthening an internal control framework (including segregation of duties, documentation standards, reconciliations, exception reporting and management assurance activities) to safeguard assets and ensure compliance across all administrative and financial processes. 6. Human resources management: Coordinate and supervise HR services by: contributing to the assessment of human resource requirements; coordinating with UNEP and UNON on post establishment, classification and recruitment; overseeing recruitment through relevant UN systems (e.g., Inspira); providing guidance on the application of staff rules and regulations; overseeing attendance and leave recording; and providing guidance on entitlements, contract renewals, and appointments. Provide support to managers on performance management and, where required, coordinate with HRMS on disciplinary or grievance cases, ensuring due process, confidentiality, and consistency with UN policies. 7.General services, procurement, and compliance; Oversee procurement of goods and services in accordance with UN rules and regulations; ensure maintenance of inventory records and reporting; collect and analyze administrative and financial data to identify trends and provide insights via data visualization to enable data driven planning, decision making, presentation, and reporting; respond to audit, inspection, and evaluation requests from the Board of Auditors, the Joint Inspection Unit, and other oversight bodies; ensure vendor due diligence and contract management controls are applied throughout the procurement cycle. 8.Business continuity and risk management: Lead or contribute to the development, maintenance, and periodic testing of the Secretariat's business continuity plans and administrative risk registers; coordinate risk mitigation measures (e.g., alternate workflows, backup approvers, off site access to critical systems) to sustain operations during disruptions. 9.Team leadership and capacity development: Supervise, coach, and mentor administrative, finance, and general service staff, including work planning, task assignment, and performance evaluation; identify capacity gaps and design and deliver training for Secretariat staff on UN financial, HR, procurement, and internal control policies and tools (e.g., Umoja, IPMR/BI dashboards), promoting a culture of client service, compliance, and continuous improvement. Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. 10.Perform other relevant duties as assigned by the Secretary General.

Competencies
PROFESSIONALISM: Knowledge of administrative, budgetary, financial, and human resources policies and procedures; knowledge of UN financial regulations, rules, established policies, and procedures; ability to apply UN administrative and financial rules and regulations in work situations; knowledge of intergovernmental processes and management of related trust funds; ability to apply state of the art practices in financial management of trust funds; conceptual, analytical and evaluative skills to conduct independent research and analysis; ability to analyze and interpret data to support decision making and convey 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 complex problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. PLANNING AND ORGANIZING: Develops clear goals consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate time and resources for completing work; foresees risks and allows for contingencies; monitors and adjusts plans and actions as necessary; uses time efficiently. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by 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 decisions; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. ACCOUNTABILITY: Takes ownership of responsibilities and honors commitments; delivers outputs 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 shortcomings of the work unit, where applicable.

Education
An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, or a related field is required. A first level university degree in combination with two (2) additional years of relevant qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of degree or non-degree programmes in data analytics, business analytics, or data science is desirable.

Job - Specific Qualification
A recognized professional accounting and project management qualification (e.g., CPA, ACCA, CA, PRINCE or equivalent) is desirable.

Work Experience
A minimum of seven (7) years of progressively responsible experience in administration, financial management, accounting, or a related area is required. A minimum of five (5) years of experience in managing extra budgetary resources, developing and managing cost plans, financial reporting, and establishing related processes and procedures for clients is required. Work experience in budget formulation, presentation and negotiation with intergovernmental bodies, and in financial management and reporting is required Work experience providing advice to senior management and clients on policies, regulations and rules related to UN finance, human resources, and general administration is required Work experience working with project management, implementing partner management, and financial modules of an Enterprise Resource Planning (ERP) system, such as SAP/Umoja or equivalent, is required Work experience supporting the financial management of projects implemented under multilateral environmental agreements and donor-funded projects as a Certifying Officer is required. A minimum of two (2) years of experience supervising staff (e.g., administrative, finance, or general service personnel) is required Work experience preparing responses for governing and oversight bodies in an international organization is desirable Work experience establishing or maintaining internal control frameworks and/or contributing to risk management or business continuity planning is desirable. A minimum of two (2) years of experience in data analytics and presentation or a related area is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Spanish is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

* Language
* Reading
* Writing
* Listening
* Speaking

English
UN Level III
UN Level III
UN Level III
UN Level III

Desirable Languages

* Language
* Reading
* Writing
* Listening
* Speaking

French
UN Level I
UN Level I
UN Level I
UN Level I

Spanish
UN Level I
UN Level I
UN Level I
UN Level I

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice
Appointment against this position is for an initial period of one year and may be subject to extension. External candidate selected for this position will be granted a fixed-term appointment limited ("FTA-limited") in accordance with section 2.2 (b) of the administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon the continued existence of the mandate and the availability of funding. If this position is discontinued, the incumbent will be separated from service. 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. 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. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 and are selected for this position, subject to limitations, will retain their current appointment status and will be reassigned or transferred to the position without a lien on their parent position. 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. 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 6 months must 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. The requirement is not applicable when a person considered for appointment is serving or has previously served as affiliated personnel (for example, as a consultant, individual contractor, intern or gratis personnel) with a specialized agency or an Office, Fund or Programme - such as UNHCR, UNICEF, UNDP or UNOPS - which is separately administered and funded from voluntary contributions. At the United Nations, the paramount consideration in the recruitment and employment of staff is the need to secure 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, religion, 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. 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. Online applications will be acknowledged where an email address has been provided. If you don't get an email 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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. 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