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Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme

Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme

Job Opening ID: 225845
Job Network: Management and Administration
Job Family: Administration
Category and Level: General Service and Related Categories, G-6
Duty Station: GENEVA
Department/Office: United Nations Environment Programme
Date Posted: Feb 1, 2024
Deadline: Mar 1, 2024

Org. Setting and Reporting: The United Nations Environment Programme (UNEP) stands as the foremost global environmental authority, directing the environmental agenda, promoting sustainable development within the United Nations system, and advocating for global environmental protection. The Industry and Economy Division within UNEP strives to inspire decision-makers in governments, local authorities, and industries to adopt policies, strategies, practices, and technologies that advance sustainable patterns of consumption and production, ensure efficient utilization of natural resources, manage chemicals safely, and align trade and environment policies harmoniously. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme

Situated in the Geneva Duty Station, the Resources and Markets Branch of the Industry and Economy Division seeks an Administrative Assistant to support its operations. Reporting directly to the Administrative Officer of the Economy Division, the incumbent will play a pivotal role in facilitating administrative processes and ensuring seamless operations within the branch. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme

Administrative Assistant Role at United Nations Environment Programme
Administrative Assistant Role at United Nations Environment Programme

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Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme

 

Responsibilities:

Human Resources and Management:

  • Initiate, review, process, and follow-up on human resource activities, including recruitment of consultants and individual contractors, ensuring strict adherence to UN HR rules and regulations. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme
  • Register consultants and contractors, create non-staff IDs, and provide comprehensive guidance on entitlements, administrative procedures, and conditions of service. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme
  • Process payment requests for consultants and contractors, meticulously ensuring compliance with HR rules and regulations.

Requisitioning and Advisory Services:

  • Assist in compiling the division’s procurement plan and acquisition planning for Headquarters.
  • Provide expert advisory services on requisitioning processes and workflows.
  • Prepare and raise low-value acquisitions and shopping carts in Umoja for procurement, meticulously adhering to UN procurement guidelines.
  • Develop statements of requirements, terms of references, and all requisite administrative paperwork for supplier registration.

Support of Travel Matters and Transactional Functions:

  • Coordinate and submit travel plans through quarterly travel and meeting plans.
  • Register new meeting participants and raise travel requests in Umoja for non-staff and group travel.
  • Facilitate the seamless payment of daily subsistence allowances (DSAs) for meeting participants through cash card processes. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme

General Administration:

  • Draft routine correspondence and respond to administrative inquiries and audit requests efficiently.
  • Coordinate extensively with service units and internal team members on travel, requisitions, and HR matters, ensuring seamless communication and collaboration.
  • Provide comprehensive guidance, training, and supervision to junior staff, fostering their professional development.
  • Assist with data collection, analysis, and preparation of reports to support decision-making processes and knowledge management efforts.
  • Facilitate visualizations and update information materials such as web pages or brochures as necessary.

Competencies:

Professionalism:

  • Possesses a strong ability to perform a wide array of administrative functions, including human resources, procurement, and database management.
  • Demonstrates in-depth knowledge of various United Nations administrative, financial, and human resources rules and regulations.
  • Ability to perform analysis, modeling, and interpretation of data to support decision-making processes effectively.
  • Exhibits pride in work and achievements, demonstrating professional competence, conscientiousness, and efficiency in meeting commitments and achieving results.
  • Demonstrates a firm commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork:

  • Works collaboratively with colleagues to achieve organizational goals, valuing input from others and fostering a supportive team environment.
  • Actively solicits input from team members, genuinely valuing their ideas and expertise.
  • Places the team agenda before personal interests and supports and acts in accordance with final group decisions.
  • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing:

  • Demonstrates strong planning and organizational skills, developing clear goals consistent with agreed-upon strategies.
  • Identifies priority activities and assignments, allocating resources appropriately to complete work efficiently.
  • Foresees potential risks and allows for contingencies when planning, ensuring preparedness to address unforeseen challenges.
  • Monitors and adjusts plans and actions as necessary to ensure objectives are achieved effectively and efficiently.

Education: High school diploma or equivalent is required.

Work Experience:

  • Minimum of seven (7) years of progressively responsible experience in administrative services, procurement, human resources, or related area, including at least five (5) years’ experience in an international organization.
  • Demonstrated experience in administration and procurement is required.
  • Experience in guiding, motivating, and supervising junior staff is highly desirable.
  • Familiarity with Umoja Supplier Relationship Management (SRM) and Enterprise Central Component (ECC) functionalities is desirable. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme
  • Experience with the UN system or similar organizations is an asset.
  • One (1) year or more of experience in data analytics or a related area is desirable.
Administrative Assistant Role at United Nations Environment Programme
Administrative Assistant Role at United Nations Environment Programme

Languages:

  • Fluency in English and French is required.
  • Knowledge of another official United Nations language is desirable.

Assessment: Evaluation of qualified candidates may include an assessment exercise followed by a competency-based interview.

Special Notice:

  • Appointment is on a local basis for an initial period of one (1) year, subject to extension based on legislative body funding availability.
  • Female candidates are strongly encouraged to apply to advance gender equality within the organization.
  • All applicants must complete all fields and professional experience in the application form to be considered for the position. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme
  • Staff members are subject to the authority of the Secretary-General and may be assigned to different functions periodically to support organizational needs.
  • The United Nations is committed to creating a diverse and inclusive environment and recruits and employs staff regardless of gender identity, sexual orientation, race, religion, cultural and ethnic backgrounds, or disabilities.nExciting Opportunity: Administrative Assistant Role at United Nations Environment Programme
  • Reasonable accommodation may be provided to applicants with disabilities upon request to support their participation in the recruitment process. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme
  • All applicants are encouraged to apply online and to follow instructions carefully.

Deadline for Application: Mar 1, 2024

No Fee: The United Nations does not charge a fee at any stage of the recruitment process.

United Nations Considerations: The United Nations places high importance on efficiency, competence, and integrity in staff recruitment. Candidates involved in violations of human rights, sexual exploitation, abuse, harassment, or other serious crimes may not be considered for employment. The organization promotes gender equality and diversity in all aspects of recruitment. Reasonable accommodation may be provided to applicants with disabilities upon request. All applicants are encouraged to apply online and follow instructions carefully. Exciting Opportunity: Administrative Assistant Role at United Nations Environment Programme

Note: Job openings will be removed at 11:59 p.m. (New York time) on the deadline date. If you do not receive an acknowledgment email within 24 hours of submission, please resubmit the application or seek technical assistance.

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Administrative Assistant Role at United Nations Environment Programme
Administrative Assistant Role at United Nations Environment Programme

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