Administrative Assistant

The Administrative Assistant supports the Climate Change Division's Mitigation Branch by managing contract administration, general administrative tasks, and data collection and analysis. The role involves assisting with human resources, finance, legal documentation, and project implementation to ensure smooth operations and compliance within the branch.

Responsibilities

• Assists with initiating, processing, reviewing and following-up actions related to the administration of the Branch’s contract management regarding UNEP and UNOPS consultancy and individual contractors (C/IC).
• Advises Programme Management on crafting internal memos and Terms of Reference (ToR) to properly requisition C/IC contract purchase orders, contract extensions, and close-out of contracts.
• Prepares and launches consultancy vacancy announcements in Inspira for C/IC Non-Staff Recruitment, providing back-up on candidate screening and recruitment paperwork.
• Assists with maintaining organizational staffing tables for C/IC, reflecting both UNEP and UNOPS engagements.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.
• Assists with project implementation tasks, including the preparation and monitoring of monthly C/IC payroll.
• Provides support in finance and budget, including bank details and other records.
• Provides support in monitoring and tracking relevant administrative documents, including the receipt and accuracy of approvals and signatures to ensure compliance with relevant legal, financial, and other requirements.
• Assists in preparing the monthly update for the Head of the Mitigation Branch and the Administrative Officer on the current status of the C/IC portfolio, including data on geographical distribution, gender representation, and other relevant indicators.
• Assists in organizing and facilitating regular knowledge-sharing sessions on the C/IC recruitment process.
• Provides support in reviewing legal documentation, working with the team and project managers on the preparation of all legal agreements.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official general programme management.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other documentation.
• Coordinates extensively with service units and liaises frequently with internal team members both at UNON Headquarters and UNOPS.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• 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.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• Relevant training in the areas of Human Resource, Finance, budget, legal or project management is desirable.
• A minimum of five (5) years of experience in project management, administration, finance and budget or a related field is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
• Experience working with a database and an Enterprise Resource Planning (ERP) system is desirable.
• Work experience in the United Nations or similar international organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English is required at UN Level III proficiency in reading, writing, listening and speaking.
• French is desirable at UN Level II proficiency in reading, writing, listening and speaking.

Skills

• Project Management
• Administration
• Finance
• Budgeting
• Human Resources Management
• Contract Administration
• Data Collection
• Data Analysis
• Enterprise Resource Planning
• Database Management
• Legal Documentation Filing

Languages

English, French