Administrative support assistant

The consultant will provide administrative and logistical support to UNEP Chemicals branch, including processing participant reimbursements, arranging travel and accommodation, supporting meetings and events, and managing participant communications. This role contributes to the successful convening of key meetings and forums related to environmental programmes.

Responsibilities

• Processing and follow-up of meeting participant reimbursement cases, payment-related issues.
• Provide logistical support for different Unit during all the year.
• Arranging and processing the air travel of the sponsored participants, obtaining itineraries and supporting communications with Governments for obtaining visas, obtains tickets and ensures travel claims are processed within the acceptable times for onward action.
• Arranging and processing the disbursement of daily subsistence allowance and submitting expense reports for participants.
• Managing the information on participants and preparing the list of participants.
• Support with registration and the information desk.
• Communicating with the participants on logistical and administrative issues.
• Processing travel arrangements/approvals for consultants on mission, prepares the necessary documents for participation in missions, acquires an itinerary, ticketing, circulation of mission reports, ensures travel claims are processed within the acceptable times for onward action.
• Provides other duties as required.

Requirements

• An advanced university degree in project management, public administration, business administration, finance or related fields.
• A minimum of two years of experience in programme / administrative services, (e.g., secretariat, clerical, finance, programme assistance) is required.
• Prior experience with the UN System is an asset.
• Prior experience to provide UN meeting support services is strongly encouraged.
• Fully proficient computer skills, use of web-based platforms and relevant software e.g. word processing, PowerPoint, Excel, internal databases, Internet, online meeting platforms.
• Fluency in written and spoken English is required.

Skills

• Project Management
• Public Administration
• Business Administration
• Finance
• Programme Assistance
• Administrative Services
• UN Meeting Support
• Participant Reimbursements
• Travel Arrangements
• Accommodation Arrangement
• Meeting Support
• Event Support
• Participant Communications
• Word Processing
• Power Point
• Excel
• Internal Databases
• Virtual Meeting Platforms
• Web-Based Platforms

Languages

English, French