ADMINISTRATIVE ASSISTANT

Overview

Manage budgets, finances, and administrative support for UNEP's regional projects

You have:

• High school diploma or equivalent is required.
• At least seven (7) years of experience in administrative services, finance, accounting, audit, human resources, or related area is required.
• The minimum years of relevant experience is reduced to Five (5) years for candidates who possess a first-level university degree such as finance, accounting, audit, human resources or related area.
• Additional training in project management, administration, accounting, finance and other relevant field is desirable.
• Experience in Enterprise Resource Planning (ERP) is desirable.
• Experience in supporting project implementation process is desirable.
• Experience with United Nations or similar international organizations is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• Fluency in oral and written English and Spanish is required.

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,820 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The United Nations Environment Programme (UNEP) 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.

UNEP's Regional Office for Latin America and the Caribbean (ROLAC) helps to implement UNEP's programs by initiating, coordinating, and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies.

The position is located in UNEP/ROLAC at the Panama City duty station. Under the direct supervision of the Programme Manager Officer, the incumbent will be responsible for the following duties: .

Responsibilities 1. Budget, Finance and Reporting: - Assists in the preparation and analysis of the project and office budget proposals and revisions; aids in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares financial and other ad-hoc reports and ensures that outputs/services are properly categorized. - Assists in the monitoring and evaluation of projects; categorizes, updates, tracks and analyses data related to the projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, Carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; Prepares revised budget estimates; reports on budget revisions, expenditures, and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures. - Serves as focal point for monitoring and assistance in budgeting and accounting of programme/project implementation activities, involving extensive liaison with diverse organisational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services. - Consolidates budget/work programme and assigns against core funding, trust funds, grants, and procurement, including with relation to the activities of the Forum of Ministers of Environment of Latin America and the Caribbean (the Forum). - Monitors expenditures and compares with approved budget; prepares adjustments as necessary. - Assists managers in the elaboration of resource requirements for budget submissions. - Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. - Prepares or customizes financial reports from Umoja ERP system generated reports. - Coordinates with other finance and budget staff on related issues during preparation of budget reports. - Supports the whole process to operate the Grantor Program for the management of collaborations with Implementing Partners. - 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.

2. Travel Administration - Coordinates the travel staff members in connection with mission duties. - Calculates and initiates entitlements for all such travel and submits to the Unit Supervisor for approval, e.g., airfare, excess baggage entitlements, terminal expenses, airfreight entitlements, daily subsistence allowance for staff and dependents on traveling on missions. - Provides support to staff members and other staff (consultants, interns) to obtain information about frequency of air services and on the most direct and economical airfare rates for such travel as permitted by the rules and regulations. - Coordinates with the official travel agency regarding the provision of travel quotes and initiates issuance of tickets; discusses discrepancies and problems. - Computes and determines the revised amounts of per diem where there is deviation from original travel plans. - Arranges for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable. - Examines and pre-audits the official itineraries of staff members, as stated in the travel authorization, in order to determine air travel cost entitlement of the proposed official travel. - Calculates daily subsistence allowance for travel for mission assignees and appointments, and other UN Staff, considering whether meals will be provided, which stopovers are designated official business or personal; depending upon actual category of the traveler, prepares travel authorization, calculates all other costs, including excess baggage, terminal expenses, subsistence allowance and travel advance. - Coordinates with the various Consulates and the host government Ministries of Foreign Affairs regarding the provision of transit visas and resident visas respectively. - Checks travel authorizations and cables and correct where necessary, - Classifies and records travel authorizations numbers.

3. Human Resources Management - Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training ensuring consistency in the application of UN rules and procedures. - Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. - Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. - Monitors staffing table and prepare relevant statistical data/charts.

4. Contract Administration - Assists with day-to-day administration of contracts between UNEP and external contractors for outsourced services, including for the activities of the Forum, in all corresponding systems used by the organization. - Reviews the contractors' invoices against the goods and services provided by the contractor and approved by UNEP. - Processes the payment of contractors' invoices and monitor payments. - Assist in the preparation and drafting of Legal Instruments e.g., SSFA's, LOAs and MOUs, monitor status and receipt of relevant documentation for review and approval.

5. General Administration - Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters, including for the activities of the Forum. - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. - Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). - Collect data and inputs for reporting purposes. Prepares a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews. - Supports the preparation of meetings by preparing and sending meeting invitations, tracking responses for participants, sharing meeting documents such as agendas and information notes, developing generic presentations and information notes, and planning and delivering all logistical arrangements. - 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.

Competencies PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme / project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

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 High school diploma or equivalent is required.

Job - Specific Qualification Additional training in project management, administration, accounting, finance and other relevant field is desirable.

Work Experience At least seven (7) years of experience in administrative services, finance, accounting, audit, human resources, or related area is required. The minimum years of relevant experience is reduced to Five (5) years for candidates who possess a first-level university degree such as finance, accounting. audit, human resources or related area.

Experience in Enterprise Resource Planning (ERP) is desirable

Experience in supporting project implementation process is desirable

Experience with United Nations or similar international Organizations is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages Fluency in oral and written English and Spanish is required. Knowledge of other official United Nations languages is an advantage.

"NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas. .

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 for an initial period of one (1) year and may be subject to extension.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.

Internal Applicants – when completing the Candidate Profile 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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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 "Contact Us" 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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

Potential interview questions