Administrative Assistant

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Description

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Org. Setting and Reporting

The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat. The CMS Secretariat also provides the Secretariat for the Agreement on the Conservation of Small Cetaceans of the Baltic, North East Atlantic, Irish and North Seas (ASCOBANS). In addition, two regional agreements on migratory species adopted under CMS have independent Secretariats which are co-located with the CMS Secretariat in Bonn – the African Eurasian Waterbird Agreement (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS).

The United Nations Environment Programme (UNEP) is the United Nations system’s designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.

In the present context, UNEP provides the administrative functions for the CMS, AEWA and EUROBATS Secretariats. This post is located at the Bonn duty station in Germany and is a part of the Administrative and Fund Management Unit of the CMS Secretariat. Under the overall supervision of the Executive Secretary and the day-to-day supervision of the Administrative Officer, the incumbent will be responsible for the following functions:

Responsibilities

Human Resources Management:

• Initiate, process, monitor, review and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Review entitlements-related claims and reports.
• Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintain and review organizational staffing tables; prints and reviews UMOJA reports. General Administration
• Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff.
• Draft routine correspondence.
• Maintain files of rules, regulations, administrative instructions and other related documentation.
• Maintain up-to-date work unit files (both paper and electronic).
• Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Perform other related administrative duties, as required, e.g., internship 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.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years of progressively responsible experience in human resources management, administration or related area is required. A minimum of two years of experience in an international organization advising clients on the interpretation and implementation of staff regulations and rules, human resources policies, guidelines, or process guides is desirable. One (1) year or more of experience in data analytics or related area is desirable. Experience in Enterprise Resource Planning Systems particularly Systems Applications and Products (SAP) 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 another official United Nations language is desirable.

Source: https://careers.un.org/jobSearchDescription/243055?language=en

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