Version imprimable
Vacancies

Administrative Assistant (2 posts)

Organisation: 
UN Environment Post Conflict and Disaster Management Branch

For more information and full vacancy visit the UN Careers Portal.

Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) 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. UN Environment's Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This position is located in the Ecosystems Division- Post-conflict and Disaster Management Branch (PCDMB) at the Geneva duty station.

Responsibilities

Administration and Project Support
1) Raise travel request and expense report for consultants, meeting participants and s/m (if needed) provided an appropriated coding block with supporting documents.
2) Raise SC, LVA and requisition and fund commitments for vendors with supporting documents and an appropriated coding block to be certified and approved by Administrative Officer (AO) and Chief of Branch (CoB) before processing.
3) Submit SES for Implementing Partners (IPs) to AO with an evaluation form with a narrative and financial report before offsetting expense and making payment.
4) Monitor the projects having sufficient budget balance and cash as well as cash contribution correctly linking to the grants.
5) Perform the unreleased and released budget upon receipt a new cash contribution
6) Create P1 grant to as per signed agreement with IP and is approved by CO and budget availability
7) Drafts routine correspondence to enquiries in respect to relevant administrative and personnel matters.
8) Coordinates with service units and liaises with internal team member and HQ.
Budget and Finance
1) Assists in the preparation and review of financial and budget proposals/requirements. Consolidates budget/work programme with respect to the projects' budgets, and grants.
2) Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
3) Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
4) As AP User - process IP’s advance and offset expenditure and processing disbursements
6) Prepares or customizes financial report from UMOJA.
7) Assists POs and AO in the elaboration of resource requirements for budget submission.
8) Provide a support to CO on preparing a financial figures to the project document to for CO and PO for review and clearance before submitting to QAS
Human Resources Management/Contract Service
1) Initiates, reviews, process and and follows-up on actions related to administration of the branch's human resource activies, e.g. recruitment of staff and consultants, training, etc, ensuring consistency in the application of UN rules and procedures.
2) Audits the contracts' invoices against services provided by the contractor and approved by the UN.
3) Assist the PO on creating job opening in Inspira and follow the Standard Operating Procedures (SOP) for submitting and approving requests for consultants and individual contractors (CIC) and raise Shopping Cart for CIC provided all required supporting documents for HR partner to create PO.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various International administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

High School Diploma or equivalent is required. Supplementary training in secretarial studies and business administration is required. MUST have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters

Work Experience

A minimum of seven (7) years of work experience in the field of business administration using financial and programme systems is a requirement. Experience with Enterprise Resource Planning (ERP) is highly desirable. Good knowledge of financial and administrative rules and regulations is an added advantage. Proven ability to prepare financial reports and administrative statistics and ability to work with databases and spreadsheets is an asset.

Languages

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

For more information and full vacancy visit the UN Careers Portal.