Administrative Assistant

Result of Service Under the direct supervision of the Head of India Office, the Individual Contractor is required to perform the following tasks under agreed timelines:

Outputs 1: UNEP India Office projects are implemented in accordance with approved implementation plans. Deliverables by monthly: a) Support all aspects of implementation, monitoring and closure of India office projects including timely processing of contracts, payments and claims. b) Follow up with contractors and partners for timely delivery and submission c) Compiles, summarizes, and presents information on India office projects and related topics or issues. d) Liaise with ROAP certifying officer on budget and financial matters pertaining to office projects and ensure timely information are disseminated to office staff

Outputs 2: Office procurement needs are addressed in timely manners. Deliverables by monthly: a) Prepare office procurement plan and initiate procurement actions well in advance in line with established timelines.

Outputs 3: Office HR actions are executed in timely manners. Deliverables by monthly: a) Raise HR actions on timely manners and obtain all necessary approvals and supporting documents.

Outputs 4: UNEP India office meetings and events are well organized and managed. Deliverables by monthly: a) Raise travel requests and travel expense reports for meeting participants in Umoja and obtain and maintain required supporting documents. b) Support official meetings/events/workshops and dissemination of event plans.

Outputs 5: UNEP India office resources are well managed. Deliverables by monthly: a) Monitor office resources and bring issues to PMO and CO attentions.

Outputs 6: Office correspondence and records are well managed, and issues are prioritized and routed to relevant team members. Deliverables by monthly: a) Preparation of drafts for routine correspondence, briefing notes and background information, including responds to queries; reviews, logs and routes incoming correspondence; b) Entering, maintaining administrative data and records in electronic systems. Filing and retrieving office documents, including through the management of SharePoint and other electronic document management systems.

Outputs 7: The office operations are efficiently run Deliverables by monthly: a) Provides general office support and set up and maintains office files and records; maintain attendance records, billing, and other general admin duties. b) Serves as focal point for India office administrative coordination of project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services. c) Performs other duties as assigned.

Work Location UNEP India Office

Expected duration 1/11/2023-30/4/2024

Duties and Responsibilities 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 Asia and the Pacific Office geographically serves 41 countries across the region to promote and implement sustainable development solutions. It assists countries of the region pursue sustainability, particularly in their implementation of the 2030 Agenda for Sustainable Development including technical expertise, facilitating access to finance, undertaking cutting-edge science-policy assessments, offering advisory services and strengthening laws, policies, management and governance.

UNEP works with national and local authorities, civil society, other UN organizations, research institutions and the private sector to catalyze the efficient use of the region’s natural assets and reduce the degradation of the environment.

The Administrative Assistant will provide dedicated support and lead on administration and management of the UNEP India Office. The Administrative Assistant will support the Programme delivery of UNEP India office to ensure operational excellence. The Administrative Assistant works in close collaboration with the Operations unit, Programme and project staff in UNEP India office, UNEP ROAP, HQ and other service providers.

Qualifications/special skills High school diploma or equivalent is required. Degree in administration, HR, Finance, Accounting, or related area is an advantage. - A minimum of five years of progressively responsible experience in administration, accounting, HR, procurement or related area is required. - Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment are required - Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. - Working experience(s) in a multicultural environment including United Nations would be an asset. - Experience with SAP or other Enterprise Resource Planning (ERP) systems is strongly desirable

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 any official Indian language is desirable.

SPECIAL KNOWLEDGE & SKILLS: Good technical reporting and writing skills, project management experience.

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.