18-Administration-UNEP-91946-R-Paris

ADMINISTRATIVE ASSISTANT, G5
UNEP, Paris

Posting Title:ADMINISTRATIVE ASSISTANT, G5
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:United Nations Environment Programme
Duty Station:PARIS
Posting Period:27 February 2018 – 28 March 2018
Job Opening Number:18-Administration-UNEP-91946-R-Paris (X)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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. The overall objective of
the UN Environment’s Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities (http://www.unep.fr/). The position is located in the Economy Division, Energy and Climate Branch at the Paris duty station.

Responsibilities

Under the direct supervision of the Administrative Officer, the incumbent will perform the following tasks:
1. Initiates, processes, monitors, reviews and follows-up on actions related to the consultants’ activities, e.g. ensuring consistency in the application of regulations and procedures.
2. Reviews entitlements-related claims and reports related to consultants and or individual contractors.
3. Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary as well as consultants.
4. Maintains and reviews organizational staffing and consultant/individual contractor tables.
5. Monitors status of expenditures and allotments of all consultants through Umoja, records variations, updates budget tables.
6. Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant consultants and individual contractor issues.
7. Reviews status of relevant expenditures on consultants and compares with approved budget.
8. Prepares, processes and follows-up administrative arrangements and forms related to the consultants and/or individual contractors. Maintains files of rules, regulations, administrative instructions and other related documentation to consultants. Maintains up-to-date work unit files (both paper and electronic).
9. Coordinates extensively with Corporate Services and liaises frequently with internal team members at Headquarters. Perform other related administrative duties, as required, e.g., operational monitoring accounts and payments to consultants and individual contractors; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
10. Processes the payment of contractors’ invoices and monitor payments. Prepare and processes all UN forms for contractual consultants and work Unit, Section or Service UN staff, including: UN grounds passes. Ensures proper installation of computer, telephone, internet office space for new consultants.
11. Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. Ensures that the final evaluation has been satisfactorily received in order to process the final payment.
12. Prepares requisitions for shopping carts for consultants, (a) ensures objects of expenditure have been charged and (b) availability of funds and prepares the consolidated monthly payment for consultants, ensuring all relevant deliverables in line with the contract have been received.
13. Assists with Umoja entries for procurement as requisitioner using overall best practices for conducting UN procurement.
14. Coordinates extensively with Chief of Branch and Project Managers on the overall organizational needs through the daily operation. Schedules, organizes and follows up on all internal and external meetings for the branch.

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 United Nations 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. 
– Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; Is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
– 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

Completion of secondary school is required. Additional technical qualifications, such as MS Office applications proficiency are required.

Work Experience

A minimum of five years of progressive responsible experience in administration, procurement, finance or related area. Experience with the UN system or other international organization is required; familiarity with UN Rules and Regulations is desirable. Experience in an ERP system is an advantage.

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 UN official language is an advantage.

Assessment

Evaluation of qualified candidates for this position may include substantive assessment which may be followed by a competency-based interview.

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. This position is open for recruitment for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by Him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
2. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2018 United Nations. All rights reserved

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