ADMINISTRATIVE ASSISTANT

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. More about G-6 contracts.

Org. Setting and Reporting The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat. In addition, two regional agreements on migratory species adopted under CMS have their own Secretariats which are co-located with the CMS Secretariat in Bonn - the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS).

The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. In the present context, UNEP provides the administrative functions for the CMS, AEWA and EUROBATS Secretariats.

This post is located within the CMS Secretariat at the Bonn duty station in Germany. Under the overall supervision of the Executive Secretary, and direct supervision of the Administrative Officer, the incumbent will be responsible for the following:

Responsibilities A. Travel Functions as an Umoja Travel Processing Officer (TPO), reviews and processes travel requests and approve expense reports, including: 1. Provides advice to staff and consultants on the most direct and economical routes for such travel as permitted by the rules and regulations 2. Provides information on rates and travel schedules for specific itineraries, as requested for budgeting purposes for Administrative Officer 3. Approves travel request for staff members, meeting participants, consultants and experts, ensuring proper and complete documentations required and advises the travel agency to issue tickets; discusses discrepancies and problems 4. Arranges for changes or cancellations requested by travelers and has tickets reissued, including obtaining reimbursement, where applicable. Reviews the partially used tickets when there is a rerouting 5. Converts departure and arrival times, as needed, and determines class of accommodation corresponding to the nature of the travel 6. Calculates and approves self-ticket maximum amounts 7. Computes and determines the revised amounts per diem where there is deviation from original travel plans 8. Approves expense reports with self-ticket reimbursement and supporting documentation for completeness, accuracy and validity, prior to forwarding to the travel unit; ensures that entitlements are in conformity with Staff Rules. Refers discrepancies back to Administrative and /or Certifying Officers for clarification and possible correction 9. Processes and reviews travel agency invoices and uploading to the system for payment. Reconciles the accounting records with the travel agent 10. Reviews request for ad hoc DSA rates wherever applicable 11. Recommends Executive Office and Administrative Officer of more efficient and cost effective routings with regard to more complicated itineraries, and assists them in making travel plans in order to take advantage of the benefits to be derived from advance purchases 12. Initiates quarterly travel plan and collects all necessary information from travelers for the approval of the Executive Office in accordance with relevant travel rules and regulations

B. Procurement 13. In collaboration with the other administrative staff, processes requests for the procurement of furniture, equipment, office supplies and services, including purchase orders and other necessary forms and follows-up orders; assists in the receipt and control of inventory of furniture, supplies and equipment by comparing deliveries against purchase orders, and processes the payment of goods and services 14. Supports Administrative Officer for overseeing the procurement needs of the Secretariat on completion of annual procurement planning. Assists with day-to-day administration of contracts between the Secretariat and external contractors for outsourced services and ensures to timely renewal of contracts before the expiry 15. Maintains inventory records of non-expendable equipment; assist in the preparation of annual inventory records to UNEP

C. General Administration: 16. Provides general office support services; draft and/or process a variety of correspondence and other communications; 17. Maintain reference files/records; 18. Undertake research on a range of travel administration and procurement related issues and assist in the preparation of notes/reports; 19. 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. 20. Perform other duties as assigned, such as: facilitating the work of the Secretariat in general administration and replacing colleagues on annual or sick leave

Competencies PROFESSIONALISM: Ability to confidently and efficiently apply knowledge of various United Nations travel and procurement rules and regulations in work situations and apply good judgment in the context of assignments given; 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. The ability to perform analysis, modelling and interpretation of data in support of decision-making.

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.

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 the audience; demonstrates openness in sharing information and keeping people informed.

Education High school diploma or equivalent is required.

Job - Specific Qualification A technical or vocational certificate in the field of travel, procurement, office management or related fields is desirable.

Supplemental training in Administration, Travel, Procurement or related field is desirable.

Work Experience A minimum of seven (7) years of progressively responsible experience in travel and procurement is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree in business administration and management.

Experience in applying the United Nations or similar international organizations systems and procedures related to travel and procurement is required.

Experience using the travel and procurement related modules of an Enterprise Resource Planning (ERP) Systems such a UMOJA, SAP or similar system is desirable.

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

Languages English, French and Spanish are the working languages of the Convention. Fluency in English being the working language of the Secretariat is required. Working knowledge of French or Spanish is desirable. Knowledge of German is desirable.

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 will 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.