administrative assistant, g-6
|ADMINISTRATIVE ASSISTANT (2 posts), G6
|Job Code Title:
|United Nations Environment Programme
|29 January 2018 – 27 February 2018
|Job Opening Number:
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.
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.
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.
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
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.
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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Recruitment for this position is done on a local basis. Appointment against this post is for an initial period of one year and may be subject to extension. 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. 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. 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.If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. 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.
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.