Organization: UNEP – United Nations Environment Programme
Location: Nairobi
Grade: Administrative support – GS-5, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Administrative support
Banking and Finance
Closing Date: 2024-10-31
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. UN Environment’s Climate Change Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This position is located in the Climate Change Division of UNEP at the Nairobi duty station. Under the overall supervision of the UNEP/Global Environment Facility (GEF)/Green Climate Fund (GCF) and Adaptation Fund (AF), Finance Management Officer (FMO), and the incumbent will perform the following functions:
Responsibilities
1). PROJECT DESIGN AND DEVELOPMENT: •Review figures in Project Identification Form submissions. Verify documents for overall accuracy, consistency and uniformity in presentation and ensure comprehensiveness and compliance, cross-check consistency of figures in tables with the text of the reports and verify references to other reports and documents and ensure that all necessary corrections are incorporated; •Assist in preparation of budgets with respect to project documents; •Initiate set up of third-party banking details for executing agencies. 2). PROJECT IMPLEMENTATION: •Track circulation of new project internalization and all project revisions through UNEP clearance and approval process; •Prepare budget documents for budget allocations; •Review expenditure reports from executing agencies to ensure: (a) correct amount and objects of expenditures have been charged; (b) validity of charges; (c) availability of funds. • Prepare Purchase Orders (POs) and Fund Commitments (FCs); • Process cash advances, UNDP fax authorizations and sub-allotments to Executing Agencies •Initiate processing of cash advances and expenditure recording and follow up on remittances of funds and liquidation of expenditure POs or FCs; • Notify payees on status of payments and investigate complaints of non-receipt; •Assist in monitoring of expenditures to ensure they remain within authorized levels. Analyze variances between approved budgets and expenditures and prepare adjustments as necessary; •Assist in the preparation of annual project revision and supporting schedules; •Coordinate on related issues during preparation of revisions and Commitment documents; •Assist in the Reconciliation of project accounts against independent audit certificates received from executing agencies; •Assist in the follow-up of outstanding financial and technical reports with the executing agencies. 3). PROJECT EVALUATION AND CLOSURE: • Update project database with relevant project information on revision/closure of projects; •Assist in provision of financial information required in Project Implementation Review (PIR), Mid-term review/Evaluation and Terminal Evaluation; •Assist in the preparation of project completion and closing revision and supporting schedules. •Assist in the processing of disposal of non-expendable equipment; • Prepare request for refund of unspent balances for approval by the Fund Management Officer. Tracks receipt of expected income through treasury deposit report and ensure credit is posted correctly to the GEF/GCF/AF Trust Fund. 4). GENERAL: •Provide general administrative support to the Fund Management, Programme Management Officers and other team members; •Maintain and keep up-to-date project files; • File and archive documentation in soft and hard copies and keep log of archived files; • Draft/prepare routine correspondence with respect to enquiries related to relevant financial and budget matters; • Track and follow-up on administrative processes in progress; • 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. • Perform any other related duties as may be assigned.
Competencies
PROFESSIONALISM: Good knowledge of general administrative processes and procedures in particular those related to programme/project administrative, implementation and evaluation; ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems; 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. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 decision, 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
Technical training in accounting and/or professional accounting qualification is required.
Work Experience
A minimum of five (5) years of progressively responsible work experience in finance, budget, accounting, administrative services, or related area, is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. Experience in Enterprise Resource Planning (ERP) is required. Experience in financial transactions analysis and reporting is desirable. Experience working in an international organization is desirable. A minimum of one (1) year or more 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. 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 may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This position is temporarily available for a period of 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 urgency in filling 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. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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. 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. 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. 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. 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. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. 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. 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.