ADMINISTRATIVE ASSISTANT

Overview

Manage administrative support and facilitate smooth operations.

You have:

• High school diploma or equivalent is required.
• A minimum of seven (7) years of experience in administrative services, 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 or higher.
• Working experience within the United Nations System or similar organization is desirable.
• Experience of five (5) years dealing with administrative matters is desirable.
• Experience in visa regulations with Embassies and Consulates is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• Fluency in English and French is required.
• Good working knowledge of another UN language is desirable.

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 2,912 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.

At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development. A key agreement opened for signature at Rio was the Convention on Biological Diversity. The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP.

This post is located in the Secretariat of the CBD, within the Administration Division. Under the overall guidance of the Chief of Section, Program Budget, and the direct supervision of the Commercial Services Unit Team, the Administrative Assistant will be responsible for the following duties:

Responsibilities

A) Processing of visas for UN official travels: a) Provides guidance to UN sponsored delegates travelling to CBD meetings on current visa procedures and responds to related queries. b) Provides guidance to staff members in response to queries related to visa requirements. c) Liaises and coordinates extensively with all Embassies/High Commissions regarding regulations/requirements for visas. d) Verifies correctness of visa application forms issued to staff members for visa applications. e) Drafts Note Verbale for each application attaching relevant visa application forms. f) Identifies and provides solutions to problematic situations regarding visas to ensure prompt processing of the visas. f) Follows up with Embassies/High Commissions on issuance of visas. g) Supervises and provides guidance to Mail Assistant/Team Assistant on priority of delivery and follow up. h) Notifies staff members when visas are received from Embassies/High Commissions.

B) Facilities Management Assistant: a) Supervises construction, repair, maintenance and installation of conventional buildings. b) Plans, schedules, supervises and coordinates maintenance services of installations, systems and equipment throughout the building. c) Receives, analyses and reviews service requests, including installations of equipment, determines priority of work, plans and prepares work orders, assigs work and follows up on service complaints. d) Coordinates with requesting departments in case of changes in requirements and suggests alternatives or interim solutions. e) Trains users on equipment installed. f) Reviews contractor's invoices and assists with cost recovery as required. g) Supervises and coordinates with contractors performing construction and alteration work to ensure that quality of services performed by the contractors is in accordance with set terms and conditions, codes and standards, health and safety regulations and objectives. h) Undertakes final inspection, supervises the commissioning of the work, claim operation manuals and shop drawings for files and informs supervisor of completion of work. i) Suggests ways to institute control and methods to improve service and reduce cost for the Secretariat.

C) Inventory and Supply Assistant: a) Receives requests and allocates approved requests for furniture, supplies and/or equipment to various departments, sections or missions. b) Makes periodic surveys of departments, sections to ensure appropriate use of allocated furniture, supplies and/or equipment. c) Replenishes stock room with furniture, supplies and /or equipment and ensures that these items are securely and properly stored. d) conducts receiving and inspection formalities for incoming items, makes necessary arrangements to return damaged or defective inventoried items. e) Assists with initiating requisitions, verifying funding, performing technical evaluations, providing and inspecting invoices for payment within UMOJA. f) Analyses and suggests improvement to the efficient operation of stockroom operations.

D) Inventory: a) Assists in close collaboration with the relevant Programme Officer, systems design for inventory assets tracking applications including file structure, records and screens layouts, tests new or modified applications for suitability to unit requirements and makes recommendations for improvements. b) Performs physical inventories of UN property and in investigating and reconciling discrepancies. c) Ensures UN assets are bar-coded, decaled and tagged as per UN guidelines. d) Manages a comprehensive electronic database of expendable and non-expendable UN property for multiple departments. e) Prepares a variety of monthly, yearly and ad hoc inventory reports of UN property as required including those on surplus (damaged/obsolete) non-expendable UN property, on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property, etc. f) Assists in supervising sales and/or disposals of UN property. g) Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers. h) Performs verification and data migration of existing property control databases and the migration of data between other UN asset control databases.

E. 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. F. Assists with visualizations and updating information material such as web pages or brochures. G. Performs any other duties as may be assigned.

Competencies

PROFESSIONALISM: Knowledge of UN administrative issuances, evolution of regulations and rules. Ability to apply financial and staff regulations and rules acquired through formal, on-the-job training and self-study. Knowledge of administrative policies and procedures of other parts of the UN or similar organizations. Ability to have tact and diplomacy. Ability to be analytical, have negotiation and high organization skills. Ability to work harmoniously as part of a multicultural team. 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.

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.

PLANNING AND 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of experience in administrative services, 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 or higher.

Working experience within the United Nations System or similar organization is desirable.

Experience of five (5) years dealing with administrative matters is desirable.

Experience with office automation techniques for text processing, spreadsheets and databases is desirable.

Experience in visa regulations with Embassies and Consulates is desirable.

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

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English and French is required. Good working knowledge of another UN language 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 a substantive assessment which will be followed by a competency-based interview.

Special Notice

Appointment against this post is for an initial period of one (1) year and may be subject to extension.

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.

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.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" 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.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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