Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G7
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: PORT VICTORIA
Posting Period: 02 November 2017 - 01 December 2017
Job Opening Number: 17-Administration-UNEP-87154-R-Port Victoria (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Special Notice

Appointment against this position is 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. 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.

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 at the Seychelles duty station.

Responsibilities

a)Human Resources Management

•Coordinate various actions related to the administration of the project unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
•Coordinate information flow by processing and drafting routine correspondence and responses as appropriate for supervisor's signature, take dictation and transcribe, type letters, memoranda, reports, faxes, etc.;
•Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
•Review and processes personnel actions through UMOJA.
•Assist in the organization of the supervisor's work; make travel arrangements, hotel bookings and prepare documentation required for missions; Advises staff on visa matters.
•Provide advice and answers general queries on classification procedures and processes; Handle inquiries pertaining to the substantive office; receive visitors for the Project Coordinator;
•Provide information and advice to staff/consultants with respect to conditions of service., duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
•Monitor UMOJA staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

b)Budget and Finance
•Provide expert assistance in the preparation and development of the project unit’s work programme and budget.
•Assist in the financial management of the project; identify and recommend sources of procurement; produce tender documents follow up on purchase orders and contracts for procurement of goods and services;
•Assist in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocation as necessary.
•Provide assistance in the review, and preparation of the medium-term plan and its revisions.
•Review, analyze and assist in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
•Assist managers in the elaboration of resource requirements for budget submissions.
•Monitor budget implementation/expenditures and recommends reallocation of funds as necessary.
•Review procurement and requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.

c)General Administration
•Assist in setting up of meetings, liaise with relevant offices at UNEP regarding allocation of meeting rooms, process documents for the meetings, type the agenda, list of participants and working documents for the meetings as well as sending out invitations and paying of DSA to the meeting participants. Provide secretarial servicing by typing and distributing minutes/reports of the meetings as required;
•Processing and subsequent follow-up of travel authorizations, organizing for tickets in liaison with travel unit and the travel agency, application and follow-up on visa acquisition, making accommodation arrangements, arranging for travel advance with Payments Unit, preparing documentation for meetings and Missions;
•Assist in the logistics of international meetings and conferences including assisting the participants with their travel arrangements, payment of DSA and making accommodation arrangements;
•Maintain mailing links with all participating countries and advisory centres, such as, Western Indian Ocean Marine Science Organisation ( WIOMSA), - International Union for Conservation of Nature( IUCN),World Wildlife Fund (WWF), and maintain all the MOUs signed for the project's implementation;
•Prepare pre-encumbrance for stock requisitions for the office and ensuring adequate supplies at all times.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Performsother related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations, drafting of agreements).
•Provide guidance, training and daily supervision to other general service staff in the area of responsibility.

d)Contract Administration
•Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
•Process the payment of contractors' invoices and monitor payments.
•Prepare and processes all UN forms and permissions for contractual workers or UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

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

High school diploma or equivalent. Must have passed the Global General Service Test (GGST) at the Headquarters or an equivalent locally administered test at offices away. Additional studies in the areas of Human Resources Management or Business Administration is desirable.

Work Experience

Minimum of ten (10) years of experience in human resources and administration services or related areas. Experience in the usage of computer and office software packages (MS Word, Excel etc.). Experience in handling of Umoja web-based management systems is desirable.

Languages

English and French are the working Languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another UN official Language is an added advantage.

Assessment

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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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.

Sorry, this job opening is no longer available.
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