Administrative Assistant

Consultant Admin

Overview

Provide administrative support for the Energy and Climate Branch.

You have:

• Bachelor's degree.
• Minimum of 2 years of professional experience in administrative services is required.
• Experience in project documents preparation, coordination and reporting for development projects funded by international donor agencies is highly preferred.
• Knowledge of the UN system, travel system and Human Resources rules and regulations is an asset.
• Experience working with international organizations and/or government counterparts is an asset.
• Experience in finance and budgeting is required.
• High proficiency with Microsoft Office software (Outlook, Word, Excel, Power Point, etc.).
• Fluency in English is required; knowledge of French is an asset.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

Effectively delivers of a wide range of administrative and office support functions for the Energy and Climate Branch Admin Team under moderate supervision. Accurately and in a timely manner, produces a range of documents, reports and other outputs. Appropriately applies relevant policies, guidelines, procedures and processes. Establishes effective working relationships with Branch internal and external contacts at all levels.

Work Location

Paris office

Expected duration

6 months

Duties and Responsibilities

The IC’s will be responsible for supporting the Energy and Climate Branch Administrative Officer and the Administrative Team with a wide range of office support and administrative functions as outlined below:

Human Resources Management • Assists with initiating, processing, reviewing and follows-up on actions related to the administration of the Branch’s human resource activities (both fixed term and consultancies), including helping to prepare Terms of Reference (ToR), internal memos, contract extensions, and close-out of contracts. Provides back-up on candidate screening and recruitment paperwork. • Assists with maintaining organizational staffing tables and recruitment tracking tables. • Provides advice and guidance to staff with respect to HR administrative procedures, processes and practices, liaising with central administrative services as necessary.

Budget and Finance • Monitors status of expenditures and allotments, records variations, updates budget tables. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of budget performance submissions.

General Administration • Workshops and meetings: Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. Assist with smooth event execution, booking meeting rooms in the system, liaising with catering companies, IT, and UNESCO security, hosting the platform on Microsoft Teams or similar, displaying presentations, conducting recordings, conducting surveys, etc. Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Travel: Assist with preparing official travel arrangements, including soliciting travel quotes from UNON, researching visa and health and other requirements at the destination, identifying accommodation and logistics recommendations, scheduling of the itinerary, and other pertinent procedures in accordance with the UN Administrative Manual. • Performs other related administrative duties, as required.

Qualifications/special skills

• Bachelor’s degree. • Minimum of 2 years of professional experience in administrative services is required. • Experience in project documents preparation, coordination and reporting for development projects funded by international donor agencies is highly preferred. • Knowledge of the UN system, travel system and Human Resources rules and regulations is an asset. • Experience working with international organizations and/or government counterparts is an asset. • Experience in finance and budgeting is required. Skills and Competencies: • High proficiency with Microsoft Office software (Outlook, Word, Excel, Power Point, etc.). • Great teamwork, analytical skills, planning and budgeting ability, attention to detail and problem-solving skills. • Excellent written and oral communications. • Fluency in English is required, knowledge of French is an asset • Ability to manage information objectively, accurately and confidentially. • Ability to work well under pressure, with flexibility and adaptability amidst evolving circumstances. • Ability to identify and execute tasks independently with thoroughness and care. • Ability to thrive with multicultural teams.

Languages

• Fluency in English is required, knowledge of French is an asset

Additional Information

Not available.

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.

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: careers.un.org