Administrative Assistant

Duties and Responsibilities

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. The Mitigation Branch, located within the Climate Change Division, supports developing countries to improve energy efficiency and increase use of renewable energy as part of their efforts to achieve low-carbon and climate-resilient development pathways. It does so by providing guidance on sound policy, technology, and investment choices, and by facilitating knowledge generation and sharing, capacity building, peer learning and through technical assistance to developing countries. The consultancies are in the Mitigation Branch of the Climate Change Division, at the Paris duty station. The assistance of two Individual Contractors (IC) is required to provide support to the Branch’s Administrative Team in coping with the daily workload in 2024. The IC’s are requested to provide support in the areas of contract management, human resources, programme management support, travel and meeting arrangements. The IC’s will be responsible for supporting the Mitigation Branch Administrative Officer and the Administrative Team with a wide range of office support and administrative functions as outlined below:

Human Resources Management / Contract Management

• Assists with initiating, processing, reviewing and follows-up on actions related to the administration of the Branch’s human resource activities for UNEP staff members and UNEP & UNOPS consultancy contracts. Including helping to prepare Terms of Reference (ToR), internal memos, contract extensions, and close-out of contracts. Provides back-up on candidate screening and recruitment paperwork. • Assists with maintaining organizational staffing tables for staff and consultants.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.
• Assist with project implementation tasks, including the preparation and monitoring of monthly staff and consultant’s payroll.
• Provide support in finance and budget, including bank details and other records.
• Provide support in reviewing legal documentation, working with the team and project managers on the preparation of all legal agreements.
• Provide support in monitoring and tracking relevant administrative documents, including the receipt and accuracy of approvals and signatures to ensure compliance with relevant legal, financial, and other requirements.
• Perform other duties as assigned.

Qualifications/special skills

• Bachelor’s degree
• Minimum of 2 years of professional experience in administrative services.
• Experience in administration, human resources and legal review is highly preferred.
• Knowledge of the UN system, travel system and Human Resources rules and regulations is an asset.
• Experience working with international organizations and/or government counterparts is an asset.

Skills and Competencies:

• High proficiency with Microsoft Office software (Outlook, Word, Excel, Power Point, etc.).
• Great teamwork, analytical skills, planning and budgeting ability, attention to detail and problem-solving skills.
• Excellent written and oral communications.
• Fluency in English is required, knowledge of French is an asset.
• Ability to manage information objectively, accurately, and confidentially.
• Ability to work well under pressure, with flexibility and adaptability amidst evolving circumstances.
• Ability to identify and execute tasks independently with thoroughness and care.
• Ability to thrive with multicultural teams.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/232955?language=en