Administrative Assistant

Consultant Admin

Overview

Provide administrative and financial support for UNEP activities in Haiti.

You have:

• High school diploma or equivalent in administration or related field.
• Three years of experience in administrative services, finance, accounting, audit, or human resources.
• Fluency in oral and written French, Haitian Creole, and English is required.
• Experience with office support tools such as Microsoft 365 package is required.
• Experience with Enterprise Resource Planning (ERP) system is desirable.
• One year or more of experience in data analytics or related area is desirable.
• Knowledge of another official United Nations language is an advantage.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

Independently applies extensive administrative knowledge and experience across a wide range of human resources, work programming/planning, budget/financial management, and administrative tasks of the UNEP Haiti Office/. Effectively manages and supervises general service staff.

Work Location

Port-au-Prince, Haïti

Expected duration

Jan 2023 - Jan 2024

Duties and Responsibilities

UNEP has been working in Haiti since 2008, with a focus in the South region in areas closely related to environmental restauration and management, local resources governance and promotion of sustainable livelihoods. All these years have been marked by progresses, successes as well as recurrent and structural problems that challenge the ability of Haiti to scale up interventions and impacts on its critical environmental agenda. The UNEP 2023-2027 framework programme in Haiti is being formulated to reflect strengthened alignment with the UN and Governmental action in Haiti (United Nations Sustainable Development Cooperation Framework 2023-2027), with the UNEP Mid-Term Strategy and associated result framework for the 2022-2025 period, as well as the UN reform and UNEP new delivery model. The new country programme is based on two pillars. On the one hand, promoting, designing and experimenting integrated resilient landscape approach at field level, with the aim at leveraging multi-partners and multi-dimensional approaches to deliver significant resilience improvement in vulnerable communities, including through improved land use planning and practices valuing nature-based solutions to livelihood and adaptation. On the other hand, building national capacities and networks to pave the way for upscaling effective nature-based resilience models. This programme will be implemented through a series of individual projects developed in a consistent, complementary and synergetic manners. Formulation, administration and implementation of these projects and activities, including closing, reporting and evaluation and audit periods, require support from an assistant in country on administrative, financial and logistical matters. The assistant is being recruited to support the smooth administration of these activities throughout the portfolio of UNEP in Haiti.

Within delegated authority, the Administrative Assistant will be responsible for the following duties: General Administration • Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions; • Supports the office in organizing events, including retreats, meetings, donor visits, missions and alike, from a logistical and administrative perspective; • Monitors annual and short-term requirements for office supplies; collects information on office needs; prepares orders and keeps track of such requirements for supplies budget preparation and monitoring purposes, where appropriate; • Performs a variety of administrative duties (e.g. leave recording, including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, raising payments, vouchers, visa applications, etc.); identification of office technology needs and maintenance of equipment, software and systems.; telecommunications charges; • Draft routine correspondence to respond to enquiries with respect to relevant administrative, financial audit, personnel matters; • Maintain internal files and relevant documentations for procurement activities Inspect and receipt goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities; • Assist in the issuance of stationery items and maintains inventory of records for items issued to staff members; • Act as focal point for Operation Management Team (OMT), security and liaise with UNDSS when necessary for warden service, head count reports etc; • Maintains and records incoming and outgoing mails and documents; ensures supervisor is aware of items of special interest; locates and attaches referenced background materials; distributes to staff members as appropriate; makes photocopies of materials required; classifies and files documents including confidential materials and dispatches mails; drafts correspondence of emails and letters as requested; • Maintain SharePoint document library.

Finance Management • Supports the Finance Officer as needed, including contribution to budget preparation and procurements plans and other administrative requirements; • Prepares documentation in respect of financial transactions arising out of the Agency’s various activities and ensures that the transactions are properly documented and correctly calculated and coded, and in conformity with contracts/agreement provisions, policy, Financial Technical Instructions (FTI) and Budget Technical Instructions (BTI); • Act as a focal point for Umoja requisitioner and petty cash custodian for the Country Office, prepare expenditures report and petty cash replenishment request; • Deals with queries raised by expending offices, suppliers, contractors on matters concerning his/her work; • Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services; • Process the payment of contractors' invoices and monitor payments upon satisfactory receipt and performance. This includes, among other things, calculating, inputting, and checking payments for correctness and communicating discrepancies to supervisors.

Logistic and Assets management • Conduct physical inspections and quality control of UNEP Property to ensure that all items are accounted for and in serviceable condition; • Interacts with other property management stakeholders and providers of services, in particular Technical Units , Procurement Unit & Shipping Unit , as appropriate; • Prepares and submits Receiving and Inspection (R&I) reports, discrepancy reports, and disposal reports for the Country Representative’s approval; • Identifies anomalies and/or discrepancies and the details thereof, or any other reason for rejection and record in Damage Discrepancy Reports (DDR), posted on the system and presented to R&I supervisor and Procurement for immediate action; • Processes Goods Receipt reports and R&I Reports in Umoja Inventory Management System; Maintains on daily basis accurate and auditable property records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals, and SOPs; • Updates all physical verification records and data entry in the Umoja Inventory Management system; • Assists stakeholders in application of property management policies and procedures to meet organizational standards and goals set up in GAMPS directives/ guidelines and ECA and relevant SOPS; Produces reports monthly and when requested by supervisor. • Maintains logbooks and records on assigned vehicles; • Assists drivers in the preparation of overtime claims, accident and other reports; • Processes and obtains on behalf of UNEP: plate numbers, driver’s licenses, vehicle insurance, and roadworthiness certificates; • Follows up on all vehicle-related requests, permits and documents with various Haitian Transport authorities; • Liaise with UNOPS or UNDP for vehicle problems for appropriate action; Maintains records (logs) of all journeys/trips; • Coordinate with drivers and UNOPS or UNDP logistics Units to deliver vehicles to garage and workshop for periodic maintenance, servicing and other required repair work; Arranges and oversees roadworthiness tests for official vehicles. • Analyzes, plans, implements and manages transportation of personnel and equipment, proposes the most cost-effective and operationally efficient plan for each movement requirement; • Coordinate personal movements in Port-au-Prince and on the field. • Performs other duties as assigned.

Work implies frequent interaction with the following: - Staff within UNEP and Staff in UNDP and UNOPS. - Human resource, administrative, budget and accounting staff in missions and Headquarters. - Support services and conference services staff. - Consulting firms.

Qualifications/special skills

High school diploma or equivalent in administration or any other field as relevant. Three years of experience in administrative services, finance, accounting, audit, human resources or related area, experience with office support tools such as Microsoft 365 package is required. Experience with Enterprise Resource Planning (ERP) system is desirable, one (1) year or more of experience in data analytics or related area is desirable.

Languages

For the post advertised, fluency in oral and written French, Haitian Creol and English are required. Knowledge of another official United Nations language is an advantage.

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.

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Potential interview questions

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