Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G5 [Cancelled]
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 10 May 2019 - 08 June 2019
Job Opening Number: 19-Administration-UNEP-110963-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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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. The position is located in the Economy Division, Resources and Markets Branch, Finance Initiative Unit, at the Geneva duty station.

The United Nations Environment Programme Finance Initiative (UNEP FI) is a strategic public-private partnership between UNEP and the global financial sector. UNEP FI works with approximately 220 financial institutions, which are signatories to the UNEP FI Statements of Environmental Commitment, and a range of partners and organisations, to develop and promote linkages between the environment, sustainability and financial performance. Under the direct supervision of the Administrative and Fund Management Officer and overall supervision of the Head of Unit UNEP FI, the Administrative Assistant will contribute to the Administrative duties of the UNEP FI Secretariat.

Responsibilities

The incumbent provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises team of clerical staff or work unit and expected to manage the work plan and timetable with minimal supervision but periodic review of progress.

The duties of the position are as follows:

1) Grants Management: The incumbent assists in preparing budget performance submissions in UMOJA:
- Creates unrelased and released budget documents.
- Creates Main Implementation & Single (M1/SI) grants in UMOJA and in order for an M1 grant to begin incurring expenses, it must be linked to the corresponding Resource Mobilization (R1) grant(s), cash must be received and budget must be released.
- Creates Resource Mobilization (R1) Grants and ensures that the name, descriprition, fund code, fund center & currency matches the donor agreement.
- Ensures Donors are setup in UMOJA by requesting the UMOJA Master Data team to create Business partners if the donor doesn't exist.
- Reviews Donor’s business partner profile in Umoja to confirm that the sponsor’s information has been entered in the system correctly.
- The incumbent recognises all UNEP Finance Initiative deposits.
- Creates internal orders for each R1 grant and ensures the R1 grants are linked to the correct internal orders for revenue recognition.
- Uploads all R1 grants in the UNON portal and sends to FMO for review and approval.
- Follows up to ensure all R1 grants are approved by UNON, follows up to have cash applied and all deposits appear in UMOJA under the cash report.
- Liaises with Programme Officers and ensures sub allotments received are recorded and available for use in UMOJA.
- The incumbent assists the Administrative Officer in reporting to Donors and Partners, by preparing drafts financial reports for Donors.

2) Accounts Payable: The incumbent initiates first and final payments to Implementing Partners.
- Transfers budgets to passthrough grants from an M1/S1grant.
- Creates Work Break down Structures (WBSE) which link the funded program with the P1 grant.
- Creates purchase orders, records expenditure and files all the supporting documents for payments and financial reports.
- Ensures UNEP Finance Initiative members/donors pay their annual contribution.
- The incumbent prepares annual invoices for signature and additionally follows up on outstanding invoices and makes sure members/ donors pay before the end of the year and responds to queries relating to invoices from members and liaises with UNON to make sure the deposits are recorded in UMOJA.
- Records incoming income on the FI's spreadsheet on a weekly basis and update members' payments in the Customer Relations Management (CRM).
- Liaises with UNON to make sure all received income is up to date in UMOJA and track any missing income from donors.

3) Human Resources Management:
- The incumbent ensures the Business Partner (BP) matches the name, address, BP type of the Consultant/Individual Contractor.
- In addition to processing payments for Consultants and ICs for the services delivered.
- The incumbent ensures Consultants banking details are registered correctly in UMOJA, creates Service Entry Sheets and uploading all the supporting documents i.e. the consultants/ ICs contracts, performance document or evaluation form and follows up on payments to see if they were transferred to the Consultants bank accounts.

4) General Administration:
- The incumbent assists in the organization of conferences and large meetings; provides technical Webex support for meetings, as needed;
- Assists in the provision of logistics for conferences and other event, liaising with security and registering participants.
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation.
- Maintains up-to-date work unit files (both paper and electronic).
- Liaises with the Executive office for all UNEP Finance Initiative requests.
- Ensures correct paperwork is prepared and submitted to the division director’s office for review and approval. After clearance from the division director, follows up with relevant colleagues at the headquarter to ensure requests are processed.

Competencies

Professionalism: Knowledge of UMOJA on Grants and Procurement. Ability to budget, monitor, and control Commitment, Obligations, and Expenditures. 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.

Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

Completion of High school diploma or equivalent is required. Training in financial management or audit tasks are desirable.

Work Experience

At least five years of experience in administrative services, finance, accounting, human resources or a related area is required. Proven working knowledge and experience in Umoja is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For the position, fluency in oral and written English is required. Knowledge of French is an added advantage. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this post is on a local basis. This post is funded for an initial period of one year and may be subject to extension.

This job opening is only open to the staff members of the United Nations Secretariat who (1) serve in the duty station specified in the job opening; (2) hold a permanent, continuing or fixed-term appointment; and (3) have been appointed following the review of the Central Review Panel, or upon meeting other regular requirements for the duty station, job level and category and functional area.

Staff members holding an appointment limited to service to a specific entity are not eligible to be considered if this position is outside that entity. Staff members holding a temporary appointment are not eligible for consideration.

“Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you."

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.

Online 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.

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.

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