Where You Will Be Working
The position is located in the Executive Division of the UNFCCC secretariat in Bonn, Germany.
Reporting to the Manager, Organizational Development and Oversight (P-5), the Administrative Officer leads the Programme Administrative Team (PAT), which is responsible for delivering administrative services, support, and guidance to the Executive Division in the areas of:
- Human resources,
- Budget and financial management, and
- Procurement.
The Administrative Officer also supports the Organizational Development and Oversight Unit (ODO) on audit-related matters and contributes to other ODO tasks as appropriate.
Your Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties:
1. Human Resource Management
- a. Coordinate all HR-related activities, including recruitment, placement, promotion, performance appraisal, job classification reviews, staff separations, training, etc.
- b. Ensure consistent application of UN rules and procedures.
2. Budget and Finance
- a. Lead the preparation and implementation of the work programme and ensure financial resources are aligned with budget allotments.
- b. Monitor and review the programme and budget through regular and special reviews.
- c. Define budget reporting requirements and improve cost-effective resource utilization.
- d. Liaise with donors to support fundraising and ensure accurate technical reporting.
- e. Develop and improve administrative procedures and internal guidelines consistent with UN policy.
- f. Supervise or guide colleagues on financial administration and management information systems.
- g. Provide leadership and mentorship to junior staff.
3. General Administration
- a. Oversee procurement, billing, income receipt, travel programmes, vendor contracts, and payments.
- b. Support the preparation of agreements with UN organizations, donors, beneficiaries, and host countries.
- c. Review and assess space requirements for the department.
- d. Coordinate technology needs and maintain office systems and equipment.
4. Oversight and Accountability Management
- a. Assist with liaison activities with external auditors and OIOS; follow up on recommendations.
- b. Monitor and report on audit recommendation implementation; advise management on actions.
- c. Collaborate with stakeholders to maintain a risk and results framework and update the Enterprise Risk Register.
- d. Ensure appropriate documentation is maintained.
5. Other Duties
- Perform other related tasks as required.
Competencies
Applying Professional Expertise
- Demonstrates comprehensive knowledge of the unit’s functions.
- Effectively coordinates multidisciplinary teams to solve complex issues.
- Promotes best practices and integrated solutions across the work unit.
Being Accountable
- Ensures responsible use of UN funds and assets.
- Maintains compliance with UN rules and regulations.
- Promotes a culture of accountability and addresses lapses promptly.
Being Responsive to Clients and Partners
- Identifies and communicates with key clients and partners.
- Responds swiftly to service gaps.
- Establishes and reviews service standards.
- Proactively anticipates stakeholder needs.
Managerial Competencies
Managing Performance and Developing People
- Sets realistic goals and communicates expectations.
- Monitors progress, gives feedback, and recognizes achievements.
- Supports creativity, addresses underperformance, and ensures compliance.
- Encourages career development and maintains a positive work environment.
- Supports staff with unique circumstances (e.g., family responsibilities).
- Provides ongoing coaching and seeks new talent for high-performing teams.