Senior Administrative Officer Job at UNEP

United Nations Jobs, UNEP Jobs, UN Jobs,

• Job Opening ID: 256052
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-7
• Duty Station : NAIROBI
• Department/Office : United Nations Environment Programme
• Date Posted : May 13, 2025
• Deadline : Jun 11, 2025

UN Jobs CV review >> Submit your CV here

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. The overall objective of UNEP’s Climate Change Division is to deliver effective strategic guidance and high-impact action in support of the transition towards climate stability. Its work is guided by ambition, innovation, credible science, and alignment to global climate goals and needs of individual countries.

The Climate Change Division works with Members States and Partners to accelerate and support a just transition by addressing climate change mitigation and adaptation through enhancing implementation capacity, provision of data information and knowledge, access to finance and technology, and building resilience. It promotes sustainable development and effective policies for climate stability; support action so that countries progress on decarbonization, dematerialization, and resilience pathways in line with their climate commitments, aspirations, and needs; and foster transparency in reporting.

This position is located in the Office of the Director, Climate Change Division, at the Nairobi duty station. Under the overall supervision of the Director and direct supervision of the Special Assistant, the incumbent will be responsible for the following duties:

Responsibilities

Human Resources Management:

• Coordinates various actions related to the administration of the Division’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members and training, ensuring consistency in the application of UN rules and procedures.
• Liaises with central administration/executive services (UNEP Corporate Services Division and UNON Human Resources Management Service) as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Provides advice and answers general queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer, and movement of staff.
• Collects data from relevant databases/systems/Business Intelligence platforms and prepares customized HR reports.

General Administration:

• Serves as a communication link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the Director’s attention.
• Focal point for Climate Action Division correspondence logs, routing, and follow-up to ensure timely response and closure of log in the system.
• Provides advice and clarification to General Service staff members on office management and improvement of administrative procedures.
• Provides substantive and administrative support in managing priorities and workflow of the Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner.
• Liaises with the Executive Office to support on confidential matters related to handling of sensitive documentation and calendar management.
• 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

Data Management:

• 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.

Budget and Finance

• Assists in monitoring budget/staff related costs and suggests reallocations of resources and implements the reallocations as necessary.
• Helps in the review, and preparation of the medium-term plan and its revisions.
• Reviews, analyses, and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements in the Division, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
• Assists the Senior Administrative Officer in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of budget performance submissions.
• Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures related to administration of; human resources, budget and finance and contracts. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely 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, 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.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Additional training or certification in Human Resources Management or related area is desirable.

Work Experience

• A minimum of ten (10) years of experience in human resources and administrative services is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first level university degree.
• At least seven (7) years͛’ experience in recruitment of staff and other personnel is desirable. Experience working with an Enterprise Resource Planning (ERP) system, specifically with post management is desirable.
• A minimun of one (1) year experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
• NOTE: “Fluency equals a rating of” fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Assessment

• Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.

Click here to apply

UN Jobs CV review >> Submit your CV here

“It is never too late to be what you might have been.”—George Eliot