Administrative Officer, P3

The Administrative Officer supports human resource management, budget and finance, procurement, travel, and general administration functions for the UNEP Regional Office for Latin America and the Caribbean. The role involves coordinating HR activities, managing budgets and financial controls, overseeing procurement and travel arrangements, and ensuring efficient office administration.

Responsibilities

• Coordinate 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.
• Provide advice and guidance to managers and personnel on staffing matters, consultancy engagements, contractual modalities, and related human resources policies and procedures.
• Coordinate and manage approval processes in Inspira related to recruitment, consultancy, internship, UNV and staffing actions.
• Define conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Lead preparation and implementation of the work programme ensuring financial resources are utilized according to the Programme Budget and allotments.
• Monitor and review the work programme and budget by conducting regular and special reviews to assess progress.
• Review and provide substantive inputs on extra-budgetary project budgets and agreements with implementing partners.
• Provide guidance and support in management, review and certification of Partnership Cooperation Agreements (PCAs) and Small-Scale Funding Agreements (SSFAs).
• Conduct due diligence assessments and risk analyses of implementing partners.
• Review and certify payments to vendors, consultants and implementing partners ensuring compliance with financial rules and controls.
• Develop and implement procedures to ensure accounting and financial management controls are consistent with UN policy.
• Supervise and provide guidance on financial administration and management information issues to colleagues.
• Oversee procurement, billing, receipt of income, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors.
• Develop and execute annual work plans for procurement and administrative support.
• Oversee preparation and distribution of invitations to tender and manage bid/proposal evaluations.
• Participate in negotiations with suppliers and manage contractual agreements.
• Ensure provision of travel arrangements, settlement of travel claims, negotiation of corporate rates and timely granting of visas.
• Review adequacy of departmental space requirements and support office space functioning, registry, circulation and storage of documentation.
• Oversee identification of office technology needs and maintenance of equipment, software and systems.
• Collect and analyze data to identify trends and provide insights for planning and reporting.
• Provide management with analytical information and recommend improvements.
• Provide training and guidance to staff on procurement and travel matters.
• Represent the Regional Office in the local inter-agency Operations Management Team (OMT) and support operational aspects of outposted offices.
• Assume responsibilities of the Finance Management Officer in their absence.
• Perform other related duties as required.

Requirements

• 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.
• 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.

Skills

• Human Resources Management
• Budget Management
• Financial Monitoring
• Procurement Management
• Travel Coordination
• Office Management
• Data Analytics
• Business Analytics
• Application of UN Rules
• Accounting
• Finance
• Administration
• Agreement Management

Languages

English, Spanish