Posting Title: ADMINISTRATIVE OFFICER (Human Resources Related), P3 (Temporary Job Opening)
Job
Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Human Settlements Programme
Duty Station: NAIROBI
Posting Period: 02 February 2021 – 22 February 2021
Job Opening Number: 21-Administration-UN-HABITAT-149241-J-Nairobi (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect
for Diversity
Org. Setting and Reporting
The
United Nations Human Settlements Programme, UN-Habitat, is the agency for human
settlements. It is mandated by the UN General Assembly to promote socially and
environmentally sustainable towns and cities with the goal of providing
adequate shelter for all. This position is located in the Human Resources and
Training Unit of the Management, Advisory and Compliance Service (MACS) of
UN-Habitat in Nairobi. MACS is responsible to coordinate and provide
administrative support for the implementation of UN-Habitat’s work programme,
either directly or through the engagement of third-party service providers.
The Unit is responsible
for the implementation of human resources policies, procedures and strategies
to support UN-Habitat and its personnel in the implementation of its mandate.
The position encompasses sub-functional specialties such as recruitment and
placement, human resources planning, and staff development and career support.
The Administrative Officer usually reports to the Chief of the Unit. There is a
functional reporting relationship to the Assistant Secretary-General, OHR.
Responsibilities
Within
delegated authority, the Administrative Officer will be responsible for the
following duties:
Human Resource Management
•Effectively
coordinates actions relative 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.
•Defines conditions of service, duties and responsibilities, and privileges and
entitlements under the Staff Rules and Regulations.
•Provides support in the implementation of the e-Performance system.
•Provides support and coordinate activities related to investigation in
rebuttal cases to the Performance Appraisal System.
•Provides support and coordinate activities related to the management
evaluation and investigation cases.
•Provides guidance to programme managers and their designated staff in the
utilization of Inspira for staff selection, ensuring compliance with the
provisions of the administrative instruction on staff selection system.
•Reviews monthly post incumbency reports for purposes of vacancy management and
staffing table control.
•Assists the Chief Human Resources Officer in all personnel related issues,
including meeting with departmental staff representatives, discussing and
proposing solutions on a variety of subjects relating to staff welfare and
conditions of work.
•Discusses, as required, grievances with individual staff members, supervisors
and/or staff representatives, mediates.
•Organizes, gathers and maintains statistics and prepares reports on personnel
matters as required.
General Administration
•Oversees
the identification of office technology needs and maintenance of equipment,
software and systems, coordinating enhancements as necessary.
•Performs other related work as required.
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 evaluative 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. Takes responsibility for
incorporating gender perspectives and ensuring the equal participation of
women and men in all areas of work.
- Planning& 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.
- Client Orientation: Considers all those to whom
services are provided to be “clients” and seeks to see things from
clients’ point of view; establishes and maintains productive partnerships
with clients by gaining their trust and respect; identifies clients’ needs
and matches them to appropriate solutions; monitors ongoing developments
inside and outside the clients’ environment to keep informed and anticipate
problems; keeps clients informed of progress or setbacks in projects;
meets timeline for delivery of products or services to client.
- Building Trust: Provides an environment in which
others can talk and act without fear of repercussion; manages in a
deliberate and predictable way; operates with transparency; has no hidden
agenda; places confidence in colleagues, staff members and clients; gives
proper credit to others; follows through on agreed upon actions; treats
sensitive or confidential information appropriately
Education
- Advanced university degree (Master’s degree or
equivalent) in business or public administration, finance, accounting, law
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, finance, accounting, human
resources management or related field is required.
- Experience in recruitment and staff selection
using integrated information management systems is required.
- Experience in administration of large-scale
staffing table is desirable.
- Experience in supporting an organizational-wide
change management programme is desirable.
Languages
- English and French are the
working languages of the United Nations Secretariat. For the position
advertised, fluency in oral and written English is required.
- Knowledge of another official
United Nations language is an advantage.
Assessment
- Evaluation of qualified
candidates may include an assessment exercise which may be followed by
competency-based interview.
Special
Notice
- This position is temporarily available for 364
days. If the selected candidate is a staff member from the United Nations
Secretariat, the selection will be administered as a temporary assignment.
- While this temporary assignment may provide the
successful applicant with an opportunity to gain new work experience, the
selection for this position is for a limited period and has no bearing on
the future incumbency of the post.
- Subject to the funding source of the position, the
eligibility for this temporary job opening may be limited to candidates
based at the duty station.
- This temporary job opening may be limited to
“internal candidates,” who have been recruited through a competitive
examination administered according to staff rule 4.16 or staff selection
process including the review of a central review body established
according to staff rule 4.15.
- Staff members of the United Nations common system
organizations who will reach the mandatory age of separation or retirement
within the duration of the current temporary need period are not eligible
to apply.Submitting an application or selection for the current temporary
job opening does not delay or increase the mandatory age of separation.
- Retirees above the mandatory age of separation who
wish to be considered for the current temporary job opening must indicate
the reason for their last separation as “retirement.” Such retirees shall
not be employed by the Organization, unless (a) the operational
requirements of the Organization cannot be met by staff members who are
qualified and available to perform the required functions; and (b) the
proposed employment would not adversely affect the career development or
redeployment opportunities of other staff members and represents both a
cost-effective and operationally sound solution to meet the needs of the
service.
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.
The paramount
consideration in the appointment, transfer, or promotion of staff shall be the
necessity of securing the highest standards of efficiency, competence, and
integrity. By accepting an offer of appointment, United Nations staff members
are subject to the authority of the Secretary-General and assignment by him or
her to any activities or offices of the United Nations in accordance with staff
regulation 1.2 (c). In this context, all internationally recruited staff
members shall be required to move periodically to discharge new functions
within or across duty stations under conditions established by the
Secretary-General.
Applicants are urged to
follow carefully all instructions available in the online recruitment platform,
inspira. For more detailed guidance, applicants may refer to the Manual for the
Applicant, which can be accessed by clicking on “Manuals” hyper-link on the
upper right side 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.
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.
How To Apply