Responsibilities
Human Resources Management
- Initiates, reviews, processes and
follows-up on actions related to the administration of the unit’s human
resource activities, e.g., recruitment of staff and consultants,
placement, promotion, relocation, performance appraisal, job
classification reviews, separation of staff members, training, ensuring
consistency in the application of UN rules and procedures.
- Responds to enquiries and provides
information and advice to staff regarding their entitlements,
administrative procedures, processes and practices, conditions of service,
duties and responsibilities, and entitlements under the Staff Rules and
Regulations.
- Oversees the maintenance of vacancy
announcement files and keeps track of status of vacancy announcements.
- Reviews and processes personnel actions
through Umoja system.
- Monitors staffing table and prepare
relevant statistical data/charts.
Budget and Finance
- Prepares revised budget estimates, report
on budget revisions, expenditures, and obligations; verify availability of
funds; and ensure necessary approval and entry into UMOJA system.
- Assists in the preparation and review of
financial and human resource proposals/requirements.
- Consolidates budget/work programme with
respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with
approved budget; prepares adjustments as necessary.
- Assists managers in the elaboration of
resource requirements for budget submissions.
- Assists in preparation of budget
performance submissions and finalization of budget performance reports,
analysing variances between approved budgets and actual expenditures.
- Prepares or customizes financial reports
from UMOJA system generated reports.
- Co-ordinates with other finance and
budget staff on related issues during preparation of budget reports.
- Assists all travel arrangements, and
organization of private sector related events, including authorization of
payments, and disbursement of funds.
General Administration
- Serves as focal point for the
coordination, monitoring and reporting of Unit’s deliverables and
activities, including liaison with relevant UNEP divisions and regional
offices.
- Drafts routine correspondence to respond
to enquiries in respect to relevant administrative, financial audit,
personnel matters.
- Coordinates extensively with service
units and liaises frequently with internal team members both at
Headquarters and in the field.
- Performs other related administrative
duties, as required (e.g., operational travel programme; monitoring
accounts and payment to vendors and individual contractors for services;
physical space planning; identification of office technology needs and
maintenance of equipment, software and systems; organizing and
coordinating seminars, conferences and translations).
- May be responsible for guiding, training,
and supervising the work of more junior General Service staff.
- Assists with the collection and analysis
of data as well as preparation of data presentations and reports for
information sharing, responding to queries, knowledge management, planning
and decision making.
- Assists with visualizations and updating
information material such as web pages or brochures.
Contract Administration
- Assists with day-to-day administration of
contracts between the UN and external contractors for outsourced services.
Audits the contractors’ invoices against the goods and services
provided by the contractor and approved by the UN.
- Processes the payment of contractors’
invoices and monitor payments.
- Prepares and processes all UN forms and
permissions for contractual and work Unit, Section or Service UN staff,
including: UN grounds passes, property passes, UN parking permits,
swipe-card access and door keys.
Competencies and Qualifications
Education
- Completion of high school diploma or
equivalent is required.
Job – Specific Qualification
- Additional qualifications in business
administration; human resources; budget and finance are desirable.
Work Experience
- A minimum of seven (7) years of
progressively responsible experience in administration, finance/accounts,
audit, human resources management or related area is required. The minimum
years of relevant experience is reduced to five (5) for candidates with a
first-level university degree or higher.
- Relevant experience working with UN
entities or other inter-governmental organizations on similar assignment
is desirable.
- Experience working with Enterprise
Resource Planning (ERP) systems such as Systems, Applications and Products
(SAP), eg, UN Umoja is desirable.
- One (1) year or more of experience in
data analytics or related area is desirable
How To Apply