Associate Administrative Officer

NOTE:

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. 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.  This is a temporary Job Opening.  Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise, of renewal.

                                                                               

VACANCY NOTICE NO.:	NA-12-33
ORGANIZATIONAL LOCATION:	UNEP/MFS
DUTY STATION:	Montreal
FUNCTIONAL TITLE:	Associate Administrative Officer
GRADE:	P-2
Post DURATION:	6 months
CLOSING DATE:	22/10/2012

The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Secretariat of Multilateral Fund (MFS) for the Implementation of the Montreal Protocol is dedicated to reversing the deterioration of the Earth's ozone layer. It was established in 1991 to assist developing countries to meet their Montreal Protocol commitments in complying with the control measures of the ozone-depleting substances. The Fund Secretariat in Montreal assists the Committee in this task. The Secretariat is administered by UNEP. This post is located in UNEP/MFS at the Montreal duty station. Under the supervision of the Senior Administrative and Fund Management Officer, Secretariat of the Multilateral Fund for the Implementation of the Montreal Protocol, MFS, the incumbent will perform the following functions:

DUTIES AND RESPONSIBILITIES

Under the supervision of the Senior Administrative and Fund Management Officer, Secretariat of the Multilateral Fund for the Implementation of the Montreal Protocol, MFS, the incumbent will perform the following functions:

1. Human Resource Management;
Undertakes actions related to the administration of the unit’s 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.    
Provides information regarding conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
Provides information on unit’s staffing needs for inclusion in department’s staffing table.
Coordinates translation requirements for Executive Committee Meetings, including but not limited to issuance of contracts to translators.
Provides in-depth recruitment support to MFS(screening application, making arrangements for testing/interviews, report writing)
Maintains liaison with UNEP HeadQuarters, UNON, other UNEP entities in Montreal and the UN Lead Agency in Canada (ICAO).
2. General Administration
Supervises support staff as required.   
Performs other related administrative duties, as required (e.g., operational travel programme, monitoring payments to and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).

COMPETENCIES

Professionalism: Knowledge of administration, human resource policies, procedures andpractices. Shows pride in achievements.

Is conscientious and efficient in meeting commitments,

observing deadlines and achieving results.

Is motivated by professional rather than personal concerns.

Communication:

-Speaks and writes clearly and effectively

-Listens to others, correctly interprets messages from others and responds appropriately

-Asks questions to clarify, and exhibits interest in having two-way communication

-Tailors language, tone, style and format to match the audience

-Demonstrates openness in sharing information and keeping people informed.

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 & 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.

QUALIFICATIONS

Education

Advanced  university degree in administration or related field and a first level University degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced degree.

Experience:

A minimum of two years of progressively responsible experience in administration of which some in human resources or related area.

Languages:

English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN language is an advantage.

Assessment Method

Evaluation of qualified candidates for this position will include a substantive assessment which will be followed by a competency-based interview.

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 22/10/2012. Applicants should send a completed United Nations Personal History form (available at http://www.unon.org/docs/P11.doc) or Personal History Profile together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:            e-mail: recruitment@unon.org UN staff members must submit scanned copies of their two latest Performance Appraisal System (e-PAS) reports at the time of application to the email address above. PLEASE QUOTE VACANCY ANNOUNCEMENT NO.:            NA-12-33 (Applications without Correct Vacancy Number will not be Considered) The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.