Team Assistant

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. UNEP’s Ecosystems Division communicates UNEP’s core messages to all stakeholders and partners, raising environmental awareness and enhancing the profile of UNEP worldwide. This post is located in Caribbean Regional Coordinating Unit (CAR/RCU), Kingston, Jamaica and reports to Administrative and Fund Management Officer. Under the overall supervision of the Coordinator of CAR/RCU and the direct supervision of the Administrative and Fund Management Officer, the incumbent will be responsible for the following duties:

Responsibilities

• Performs a wide range of office support and administrative functions; provides assistance to the Administrative Officer in the recruitment process and general HR requirements.
• Responds or drafts responses to routine correspondence and other communications with Contracting Parties and various government ministries and offices; produces a wide variety of large, complex documents and reports.
• Monitors, processes and schedules related the office’s outputs, products, and tasks, where applicable, assists in the verification of receipts and accuracy of contributions to the trust fund, requisite documents, approvals, and signatures, to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences.
• Generates a variety of standard financial transactions and related reports, shopping carts, purchase orders and service entry sheets using SAP.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries e.g. answers requests requiring file search, and as necessary, refers inquiries to appropriate personnel for handling.
• Monitors, prepares and distributes various materials, reports, where possible, and provides secretarial, administrative and logistics support to meetings, committees, conferences.
• Assists in the preparation of meeting material and packages using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Updates and maintains electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.
• Performs general administrative tasks e.g. leave and attendance recording, arrangements for intergovernmental meetings and other events, travel arrangements, budget follow-up, to include preparing and/or processing administrative requests e.g. requisitions, purchase orders, travel requests, contacts, expenditure authorizations, visa applications.
• Maintains files (both paper and electronic) and databases for the office.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications.
• 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. • Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Supplementary training in administration, finance or a related field is desirable.

Work Experience

• A minimum of three (3) years of experience in an administrative support role or a related area is required. The minimum years of relevant experience is reduced to one (1) years for candidates who possess a first-level university degree or higher. Experience providing general office support within an international organization is desirable. Proficiency in MS Office suite 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 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/234983?language=en