Administrative Assistant

Org. Setting and Reporting

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 Nation’s system and serves as an authoritative advocate for the global environment. The Corporate Services Division (CSD) is the guardian of UNEP’s corporate interest, mitigating the organization’s exposure to risk and supporting it with up-to-date management tools, guidelines and capacity building. CSD oversees UNEP’s efficient and effective management as well as adherence to the core values of the UN in line with relevant accountability requirements, rules and regulations. This position is located in the Corporate Services Division (CSD) European Commission Operations Unit at the Brussels duty station. Under the supervision of the Head of the CSD European Commission (EC) Operations Unit, the incumbent will be responsible for the following duties:

Responsibilities

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements (procurement).
• Undertakes research and provides support to the Head of Unit and Unit members with respect to budget reviews of the Unit’s budgets.
• Monitors expenditures of the Unit’s budgets and compares with approved budget; prepares adjustments as necessary.
• Assists the Head of the Unit in the elaboration of resource requirements for the Unit’s budget submissions.
• Co-ordinates with the Head of the Unit on related issues during preparation of budget and financial reports.

General Administration

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations; minutes of meetings).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• 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.

Contract Administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Perform any other relevant duties assigned.

Education

• Completion of high school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years progressive working experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience in Enterprise Resource Planning (ERP) or other similar system and human resources management system are required. Experience in interpreting and applying administrative and financial policies of the United Nations or similar organizations is desirable. Experience working with European Union institutions and understanding their functioning is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, 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.

Source: https://careers.un.org/jobSearchDescription/238797?language=en