ADMINISTRATIVE OFFICER

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. The Regional Office for Latin America and the Caribbean (ROLAC). helps to implement UNEP's programs by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental challenges, opportunities and emergencies. This position is located in the Regional Office for Latin America and the Caribbean (ROLAC) at the Panama Duty Station. Under the direct supervision of the Administrative Officer, Finance and Management Officer for the Regional Office for Latin America and the Caribbean, the Administrative Officer will be responsible for the following functions:

Human Resource Management • Effectively coordinates actions relative to the administration of human resource activities, including recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, consultancy contracts, UN Volunteers (UNVs), internships and other personnel-related actions, ensuring consistency in the application of UN rules, regulations and procedures. • Provides advice and guidance to managers and personnel on staffing matters, consultancy engagements, contractual modalities, and related human resources policies and procedures. • Coordinates and manages approval processes in Inspira related to recruitment, consultancy, internship, UNV and staffing actions. • Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. Budget and Finance • Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued. • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports. • Reviews and provides substantive inputs and advice on the preparation of extra-budgetary project budgets, including budgets related to implementing partners under Partnership Cooperation Agreements (PCAs) and Small-Scale Funding Agreements (SSFAs). • Provides guidance and support in the management, review and certification of Partnership Cooperation Agreements (PCAs) and Small-Scale Funding Agreements (SSFAs) in accordance with the Partnership Policy and applicable financial regulations and procedures. • Conducts due diligence assessments and risk analyses of implementing partners to support partnership selection, monitoring and compliance processes. • Reviews and certifies payments to vendors, consultants and implementing partners, ensuring compliance with applicable financial rules, regulations and internal controls. • Defines requirements and works with systems units with respect to improving budget reporting systems and the cost-effective utilization of programme resources. • Develops procedures and implements the same to ensure that accounting and financial management controls are consistent with UN policy and practice. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • Provides guidance and leadership to more junior staff. Procurement • Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. • Undertake the development and execution of an annual work plan: Identify the areas to be covered by the work plan; Identify the transactions and their pertinent pre-requisites, and workflows; Define standards of service and update internal procedures' manuals. • Undertake the general administrative support to the office: Oversee work related to procurement including preparing a procurement plan in Coordination with project managers and management of all procurement and contractual aspects of projects related to procurement of diverse services and commodities, billing and receipt of goods and services. Prepares/oversees preparation and distribution of invitations to tender and manages/conducts all aspects of bid/proposal evaluations. Participates in negotiations with senior supplier representatives; signs procurement orders up to the authorized limit, and, in cases where the amount exceeds authorized signature authority, prepares submissions to the Contracts Committee for review and subsequent approval by the authorized official. Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations. Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc. including UN to UN agreements. Ensure the appropriate and timely provision of services by the providers; In close coordination with inter-agency technical groups, actively promote standardization and consolidation of services and contracts; Develop comparative Analysis of suppliers, evaluation of vendors and service providers; Supervise the management of assets and ensure proper internal control. Prepare submissions to Local Property Survey Board for the disposition of assets. Travel: • Ensure the provision of travel arrangements according to corporate workflows, contribute to the enhancement of travel-related workflows and SOPs, promote a comprehensive issuance of travel plans and conduct market research towards securing efficiency and economy; Oversee the timely and accurate settlement of travel claims, monitor advances and roster payments; Negotiate and/or participate in the negotiation of corporate rates and discounts with service providers and undertake timely contracting of these services; Ensure timely granting of visas and other travel arrangements. General Administration • Reviews adequacy of departmental space requirements. • Support the appropriate functioning of the office space, registry, circulation and storage of documentation; Devise systems and workflows for official correspondence issuance, receipt, filing and disposition; In coordination with the substantive officers, devise and implement systems for the receipt, temporary storage and distribution of printed and audiovisual material; Undertake monitoring the disposal of official information in adherence to the UN rules. Support IT assistant in IT related matters including provision of IT resources to staff. Act together with Senior. ICT as IT focal point with UN Environment HQs. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Collects and analyses 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. • Provide management with analytical information: Research, compile, analyze and summarize data relevant to UN Environment-Latin America and Caribbean Office activities and recommend improvements: Assess adequacy of office equipment and Facility Management; Compare processes and practices from other offices within UN Environment and inter-agency outlets; Provide training and guidance to staff on matters related to procurement and travel. • Perform other related duties as may be assigned in any of the areas as requested by the Finance Management Officer among others representing the Regional Office in the local inter-agency Operations Management Team (OMT), support operational aspects of outposted offices in the region. Assume the responsibilities of the Finance Management Officer in her/his absence. • Performs other related work as required.

• 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. Able to analyse and interpret data in support of decision-making and convey resulting information to management. • 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. • 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.

An advanced university degree (Master’s or equivalent) in business or public administration, finance, accounting, law or related area is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Not available.

A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. 2 years or more of experience in data analytics or related area is desirable. Experience in the application of United Nations administrative, financial and human resources rules, regulations, policies and procedures is desirable. Experience in the administration and financial monitoring of agreements with implementing partners is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English

and

Spanish are required. 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).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level III

UN Level III

UN Level III

UN Level III

Spanish

UN Level III

UN Level III

UN Level III

UN Level III

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

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position. • This position is temporarily available for 364 days and may be subject to extension. 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. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staffs are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. When completing the PHP, 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. Individual Contractors and Consultants who have worked within the UN Secretariat in the last SIX months 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 six months need to 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 necessity of securing 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, religious, 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. On-line applications will be acknowledged where an email address has been provided. 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. If you do not receive an e-mail 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.

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.

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.