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. CITES (the Convention on International Trade in Endangered Species of Wild Fauna and Flora) is an international agreement between States whose aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival. This post is located in the CITES Secretariat. Under the direct supervision of the Secretary General, CITES, the incumbent will perform the following duties:

Responsibilities

• Budget formulation and governance support: In consultation with the Secretary General, define CITES budgetary and financial needs and draft the Secretariat’s core budget for approval by the Conference of the Parties (CoP), in accordance with the applicable CITES budget resolutions and in line with multiple scenarios for decision making. Consult with UNEP and the United Nations Office at Nairobi (UNON) as appropriate and present draft scenarios to the CITES Finance and Budget Subcommittee for review and comment. Prepare, present, and defend reports on budgetary, financial, and administrative matters to the governing bodies on behalf of the Secretary General.
• Programme and project planning and costing: Provide guidance to programme officers on the formulation, planning, preparation, and implementation of programmes and projects to operationalize the programme of work decided by the CITES Parties. Work on budget issues with programme officers during design and preparation of CITES project documents in line with UN rules and regulations; coordinate finalization of project documents and liaise with the Secretary General for approval; oversee processing in Umoja and consult with UNEP/UNON as appropriate.
• Financial policy advice to senior leadership: Support the Secretary-General in managing the Secretariat's financial resources by advising on the application of relevant UN financial rules, regulations, procedures, and guidelines, including IPSAS-compliant practices.
• Administrative services and trust fund management: Coordinate and supervise the provision of administrative services by: assisting the Secretary General on all matters related to the CITES Trust Fund and donor funding; providing budgetary advice during the preparation of legal instruments with cooperating agencies, UN organizations and implementing partners; coordinating and monitoring project closure, including asset disposal; facilitating audits of CITES accounts, projects, activities, and transactions; preparing responses to audit queries; and overseeing office facilities management in accordance with UN standards.
• Financial services and internal controls: Ensure efficient and effective management of financial resources by: applying good practices for tracking contributions and expenditures to core and extra budgetary funding; initiating and managing transactions in Umoja and IPMR; monitoring budget performance; acting as (or overseeing) Certifying Officer in Umoja, confirming funds availability; and ensuring adherence to UN accounting principles, financial rules, regulations, and procedures. Preparing donor reports and periodic financial and administrative reports on the implementation of CITES projects; supervising the initiation and quality control of financial and administrative documents. Establishing, maintaining, and strengthening an internal control framework (including segregation of duties, documentation standards, reconciliations, exception reporting and management assurance activities) to safeguard assets and ensure compliance across all administrative and financial processes.
• Human resources management: Coordinate and supervise HR services by: contributing to the assessment of human resource requirements; coordinating with UNEP and UNON on post establishment, classification and recruitment; overseeing recruitment through relevant UN systems; providing guidance on the application of staff rules and regulations; overseeing attendance and leave recording; and providing guidance on entitlements, contract renewals, and appointments. Provide support to managers on performance management and, where required, coordinate with HRMS on disciplinary or grievance cases, ensuring due process, confidentiality, and consistency with UN policies.
• General services, procurement, and compliance: Oversee procurement of goods and services in accordance with UN rules and regulations; ensure maintenance of inventory records and reporting; collect and analyze administrative and financial data to identify trends and provide insights via data visualization to enable data driven planning, decision making, presentation, and reporting; respond to audit, inspection, and evaluation requests from the Board of Auditors, the Joint Inspection Unit, and other oversight bodies; ensure vendor due diligence and contract management controls are applied throughout the procurement cycle.
• Business continuity and risk management: Lead or contribute to the development, maintenance, and periodic testing of the Secretariat’s business continuity plans and administrative risk registers; coordinate risk mitigation measures to sustain operations during disruptions.
• Team leadership and capacity development: Supervise, coach, and mentor administrative, finance, and general service staff, including work planning, task assignment, and performance evaluation; identify capacity gaps and design and deliver training for Secretariat staff on UN financial, HR, procurement, and internal control policies and tools, promoting a culture of client service, compliance, and continuous improvement.
• Perform other relevant duties as assigned by the Secretary General.

Competencies

PROFESSIONALISM: Knowledge of administrative, budgetary, financial, and human resources policies and procedures; knowledge of UN financial regulations, rules, established policies, and procedures; ability to apply UN administrative and financial rules and regulations in work situations; knowledge of intergovernmental processes and management of related trust funds; ability to apply state of the art practices in financial management of trust funds; conceptual, analytical and evaluative skills to conduct independent research and analysis; ability to analyze and interpret data to support decision making and convey information to management. Shows pride in work and 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 complex 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.

PLANNING AND ORGANIZING: Develops clear goals consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate time and resources for completing work; foresees risks and allows for contingencies; monitors and adjusts plans and actions as necessary; uses time efficiently.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by 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; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

ACCOUNTABILITY: Takes ownership of responsibilities and honors commitments; delivers outputs within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight, and takes responsibility for delegated assignments; takes personal responsibility for shortcomings of the work unit, where applicable.

Education

An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, or a related field is required. A first level university degree in combination with two (2) additional years of relevant qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of degree or non-degree programmes in data analytics, business analytics, or data science is desirable.

Job - Specific Qualification

A recognized professional accounting and project management qualification (e.g., CPA, ACCA, CA, PRINCE or equivalent) is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administration, financial management, accounting, or a related area is required. A minimum of five (5) years of experience in managing extra budgetary resources, developing and managing cost plans, financial reporting, and establishing related processes and procedures for clients is required. Work experience in budget formulation, presentation and negotiation with intergovernmental bodies, and in financial management and reporting is required. Work experience providing advice to senior management and clients on policies, regulations and rules related to UN finance, human resources, and general administration is required. Work experience working with project management, implementing partner management, and financial modules of an Enterprise Resource Planning (ERP) system, such as SAP/Umoja or equivalent, is required. Work experience supporting the financial management of projects implemented under multilateral environmental agreements and donor-funded projects as a Certifying Officer is required. A minimum of two (2) years of experience supervising staff is required. Work experience preparing responses for governing and oversight bodies in an international organization is desirable. Work experience establishing or maintaining internal control frameworks and/or contributing to risk management or business continuity planning is desirable. A minimum of two (2) years of experience in data analytics and presentation or a related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Spanish is desirable.

Assessment

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