UNEP – Administrative Assistant

UNEP, the United Nations Environment Programme, 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.

The overall objective of the UNEP’s Economy Division is to encourage decision-makers in government, local authorities, industry, and finance to develop and adopt policies, strategies, practices, and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals, and contribute to making trade and environment policies mutually supportive. It promotes the development, use, and transfer of policies, technologies, economic instruments, managerial practices, and other tools that assist in environmentally sound decision-making and the building of corresponding activities.

What are the advantages that come with being employed at UNEP:

• Making a significant impact on addressing environmental challenges and promoting sustainable development.
• Having the opportunity to be at the forefront of environmental policymaking, influencing and shaping international discussions and decisions on critical environmental issues.

Job Details:
Job Title: Administrative Assistant
Unit: UNEP Paris
Job Place: Paris, France
Deadline: Wednesday, 9 April 2024

Education & Qualifications Requirements:

Work Experiences: 

• A minimum of 5 years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree in business administration and management.
• Proficiency  working with Enterprise Resource Planning Systems such as SAP or equivalent systems is required.
• Desirable experience in budgeting and financial reporting is desirable
• Familiarity with Microsoft Excel and other Microsoft products is desirable.
• Experience working with the United Nations, or a similar international organization is desirable.
• A minimum of One (1) year or more of experience in data analytics or related area is desirable.

Languages:

• Fluency in English is required.
• Knowledge of French is desirable.
• Knowledge of another official United Nations language is desirable.

NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.

Career Key Responsibilities:

• Monitors status of expenditures and allotments through ERP/Umoja, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Monitors and prepares reports as per donor requirements.
• Conducting regular reviews of relevant expenditures, comparing them with the approved budget..
• Reviews open commitments and follows up on the liquidation of the same.
• Reviewing requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports. Human Resources Management.
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Unit and Branch’s human resource activities, e.g., recruitment, placement, planning, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews ERP/Umoja reports. General Administration.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of meeting participants and consultants.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with the Units, the Branch and the Division and liaises frequently with internal team members.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; organizing and coordinating administrative arrangements for seminars, conferences and translations. Contract Administration.
• Assists with day-to-day administration of contracts between the UN and external contractors and implementing partners for outsourced services.
• Reviews and processes agreements of cooperation with implementing partners, monitors the reporting from implementing partners.
• Audits the contractors’ and implementing partners’ invoices against the goods and services provided and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

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