UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work is carried out through a network of advisors and specialists located at HQ, Regional, and Country Office levels to ensure that local knowledge and context-specific expertise is linked to cutting-edge global perspectives and advocacy. In this context, UNDP provides its policy advisory and programme support functions through the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains, in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan. Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan and works closely with the Crisis Bureau (CB) that has the responsibility to guide and implement UNDP’s corporate crisis-related strategies and vision for crisis prevention, response and recovery.

The Cluster on Natural Capital and Environment focuses on integrating UNDP’s economic, social, and environmental work into a coherent sustainable development policy and programming framework. It seeks to provide an integrated package of services, as part of the Global Policy Network, covering all strands of sustainable development, including on integrated development planning and inclusive and sustainable growth, sustainable livelihoods and economic recovery in post crisis situations and natural capital and the environment.

Based in UNDP’s Bureau for Policy and Programme Support, Natural Capital and Environment Cluster, the Environmental Finance Unit has the objective to help countries achieve the simultaneous eradication of poverty and significant reduction of inequalities and exclusion by assisting Country Offices in accessing environmental finance for sustainable development. This objective is achieved through five inter-related areas of work: (i) sustainable management of ecosystem goods and services; (ii) scaling up of climate change adaptation and mitigation; (iii) sustainable, affordable and accessible energy services; (iv) sustainable management of chemicals and waste; and (v) improved water and ocean governance. These areas of work are fully aligned with the four environmental outputs of the UNDP Strategic Plan.

UNDP is an accredited implementing entity for the following environmental vertical funds: (i) the funds managed by the Global Environment Facility (GEF): the Global Environment Facility Trust Fund (GEF TF); the Nagoya Protocol Implementation Fund (NPIF); the Least Developed Countries Fund (LDCF); and the Special Climate Change Fund (SCCF), (ii) the Adaptation Fund (AF), and (iii) the Green Climate Fund (GCF). As an Implementing Agency for these funds, UNDP offers countries highly specialized technical services for eligibly assessment, programme/project formulation, due diligence, mobilization of required co-financing, project implementation oversight, results management and evaluation, performance-based payments and knowledge management.

The global UNDP – GEF Unit, comprised of approximately 112 staff, is organized into a Directorate, Management and Programme Support Unit, and five substantive technical teams: Climate Change Adaptation, Integrated Strategies/Small Grants Programme, Ecosystems & Biodiversity, Water & Oceans, and Energy, Infrastructure, Technology & Transport.

Within delegated authority, and in close collaboration with the BPPS Human Resources Business Partners and Strategy and Systems Management (SSM) unit, the Environmental Finance Unit’s Administrative Specialist is responsible for effective and transparent HR and procurement management of the environmental vertical fund.  The Administrative Specialist is responsible for effective delivery of procurement services in order to obtain the best value for money for an environmental finance portfolio valued at approximately $5.28 billion.  S/he assesses client needs, interprets and applies relevant policies and establishes internal procedures to provide solutions to a wide spectrum of complex HR and procurement issues.  The Administrative Specialist additionally works closely with the Environmental Finance Unit’s Management and Programme Support unit and supports staff at Headquarters and in the Reginal Hubs for the effective delivery of human resources and procurement management.

The Administrative Specialist will be part of the BPPS/Environmental Finance Unit’s Directorate and is expected to travel occasionally.  UNDP staff may be periodically redeployed, in accordance with capability, consent, and due process, to a regional hub as needed.

Under the supervision of the UNDP Environmental Finance Executive Coordinator, and in close collaboration with the BPPS Human Resources Business Partners, the Administrative Specialist will carry out the following key functions:

• Provide technical guidance and support to HR Personnel management, information and tracking;
• Provide technical guidance and support to the successful implementation of policies, practices and procedures to meet the evolving needs of the unit in the area of recruitment;
• Oversight of, and technical support to, the Procurement of goods and services;
• Knowledge Management and Self Development.

Provide technical guidance and support to HR Personnel management, information, and tracking

• Maintain internal personnel databases on all staff and personnel, including information on contracts, performance, leave, deployment, demographics and learning;
• Prepare documents, statistics, and reports both pro-actively and as required or requested;
• Provide personnel information to internal and external parties as appropriate;
• In collaboration with BPPS HR Business partners and SSM, monitor all transactions related to positions, recruitment, hires, benefits, and separations through Atlas and/or SSM portal to ensure accuracy of data;
• Track contract status, management, and administration of all Environmental Finance Unit’s temporary, fixed, and permanent appointment staff, UNVs, and Service Contract holders both at headquarters and in the field, and act proactively to extend, or conclude, them in a timely manner;
• Facilitate performance appraisal process for Environmental Finance Unit’s staff, including training to supervisors for effective use of the tool, monitoring and team performance evaluation ensuring completion within established corporate deadlines;  
• Elaboration of performance evaluation indicators in consultation with the Senior Management. Provide guidance on performance issues and ensure strategies for under-performing staff are implemented;
• Develop Environmental Finance Unit’s learning plan by liaising with OHR, SSM unit, and external units/organizations regarding learning opportunities for Environmental Finance Unit’s staff and coordinating training as required;
• Responsible for the timely follow-up and completion of all corporate learning requirements by established deadlines;
• Ensure effective succession management and workforce planning through timely and accurate projection of vacancies and staffing requirements;
• Provide guidance and assist Environmental Finance Unit’s Management with talent tracking and career management;
• Provision of effective counseling to staff on career advancement, development needs, learning possibilities;
• Support Region-based teams on HR management processes and provide timely response to specific issues and queries to optimize overall HR performance and portfolio delivery;
• Review, and in consultation with OHR, provide advice on requests for exceptions to policies, regulations, and rules;
• Provide advice on various contractual modalities and monitor adherence to supporting regulatory framework;
• Monitor and develop efforts to meet Human Resources Management scorecard targets;
• Prepare and/or coordinate the preparation of audit response and submissions to oversight bodies;
• Provide support to extended leave, mediation, rebuttal, and harassment issues.

Provide technical guidance and support to the successful implementation of policies, practices and procedures to meet the evolving needs of the unit in the area of recruitment

• Ensure transparent and competitive recruitment and selections processes in line with corporate guidelines and policies, leading to timely sourcing, selection and placement of required talent;
• Advise hiring managers on the best staffing modality and appropriate use of different contract types and recruitment methods;
• Facilitate competitive recruitment and selection processes, including reviewing and providing guidance on development of job descriptions, vacancy announcements, screening of candidates, preparation of relevant assessment tools and reports, proper panel composition, writing of interview reports when necessary, and preparing submissions to the Appointment and Promotion Board/Panel in collaboration with HR Business Partners where necessary;
• Facilitate and coordinate the job classification process, obtaining budget clearances, requesting updates or creation of positions, updating organigramme, undertaking internal circulation and sending job description to OHR for classification;
• Facilitate interview panels, conduct reference checks, and follow upon the approval processes;
• Provide guidance on the interpretation and application of HR policies, regulations, rules and best practices related to recruitment;
• Development and maintenance of rosters in relation to recruitment and other staffing needs;
• Gather and compile documentation and information related to recruitment within the unit and in eServices as required/necessary;
• Maintain internal recruitment database on positions, including information on completion of milestones to determine bottlenecks, suggesting and implementing remedies, and ensuring recruitments are completed within established timelines;
• Facilitate and/or provide inputs to special recruitments and staffing reports as required;
• Monitor and report on the Environmental Finance Unit’s gender parity and geographical representation and provide guidance to management on strategies for achieving parity, particularly prior to initiating new recruitments;
• Develop and maintain internal Terms of Reference and SOPs for recruitment processes;
• Prepare and/or coordinate the preparation of audit response and submissions to oversight bodies;
• Review, and in consultation with OHR, provide advice on requests for exceptions to recruitment policies, regulations, and rules;
• Provide recruitment coordination support for the Environmental Finance Unit’s Directorate.

Oversight of, and technical support to, the Procurement of goods and services

• Ensure transparent and competitive procurement processes in line with corporate guidelines and policies, leading to timely sourcing and selection of required services;
• Oversight of the internal control, proper design and functioning of a client-oriented procurement management system;
• Advise hiring managers on the best procurement modality and appropriate use of different contract types and sourcing methods for timely support to the teams and delivery of the overall GEF portfolio;
• Advise on, and review Environmental Finance Unit’s Unit Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, and control of the workflows in the Procurement Unit;
• Elaboration of cost saving and reduction strategies;
• Elaboration of sourcing strategies in the Unit including tendering processes and evaluation, legal considerations, and risk assessment in consultation with SSM unit and/or Procurement Support Office where necessary;
• Initiate with teams and projects the exercise for preparation and consolidation of procurement plans to identify areas for cost savings, creating efficiencies, proper use of contractual modalities, and obtaining approval of the annual plans from Environmental Finance Unit’s and BPPS Senior Management;
• Provide guidance on the interpretation and application of procurement policies, rules, and best practices;
• Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Build and maintain effective cooperation with Reginal Hub Procurement Units for the provision of timely procurement support to GEF-funded projects for their timely delivery when necessary;
• Prepare and/or coordinate the preparation of audit response and submissions to oversight bodies;
• Provide advice and guidance to the Environmental Finance Unit’s Procurement Analyst;
• Negotiation of contracts (if applicable).

Knowledge Management and Self Development

• Remain abreast of changing or emerging trends, guidelines, and processes with relation to human resources and procurement;
• Provide advice and information on issues related to areas of work, on changes in rules and regulations, the implementation of HR and procurement rules, and the strategic use of contractual modalities;
• Train staff on internal Human Resources and procurement procedures;
• Brief and debrief staff on issues relating to areas of work;
• Synthesis of lessons learned and best practices in HR and procurement;
• Prepare and deliver appropriate oral and written orientation packages for new staff, personnel, and consultants;
• Maintain links to related procedures, sources of Information, HR and procurement forms and templates, important circulars, guidelines, and the like on the Environmental Finance Unit’s workspace;
• Sound contributions to knowledge networks and communities of practice.

• Ability to make new and useful ideas work.

• Ability to persuade others to follow.

• Ability to improve performance and satisfaction.

• Ability to listen, adapt, persuade and transform.

• Ability to get things done while exercising good judgement.

• Ability to capture, develop, share and effectively use information and knowledge.

• Ability to engage and foster strategic partnerships with other parties, units, and offices, and forge productive working relationships.

• Provide support to HR Finance Interface including position management, chart of accounts, certification of financial resources for position extension, creation, etc.

• Ability to organize, record, and manage employee interactions with HR including but not limited to terminations, separations, visa management, vacancy management, HR crises, etc.

• Knowledge of HR management issues and principles and the ability to apply them to strategic and/or practical situations.

• Knowledge of recruiting issues, procedures, and principles and the ability to apply them to strategic and/or practical situations to secure quality candidates.

• Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.

• The ability to acquire goods, services or works from an outside external source.

• Master’s degree with at least 5 years of relevant experience in Business or Public Administration, Human Resources, or related area; 
• A Bachelor’s degree in Business or Public Administration, Human Resources, or other closely field with at least 7 years of relevant experience would be accepted;
• Certification in Human Resources and/or Procurement.

• 5 years with a Master’s degree, or 7 years with a Bachelor’s degree, of progressively responsible HR experience, including recruitment and succession planning, and procurement experience required at the national and/or international level;
• Experience in providing management advisory services to a global client base;
• Direct experience with, or knowledge of, vertical funds is an advantage;
• Supervision or management of personnel is desired;
• Experience in the usage of computers and office software packages (MS Word, Excel, as a minimum; database management as a plus);
• Good knowledge of an ERP System (such as Atlas), Procurement standards and practices, UN Staff Rules and Regulations, and UNDP policies, guidelines, benefits and entitlements. 

• Proficiency in written and spoken English;
• Fluency in French or Spanish is an asset.

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 Year with possibility for extension