ADMINISTRATIVE ASSISTANT

Overview

Manage administrative support tasks effectively.

You have:

• A minimum of seven years of experience in administrative services, procurement, human resources or related area.
• Experience in administration and procurement is required.
• Fluency in English and French is required.
• Experience with Umoja Supplier Relationship Management (SRM) and Enterprise Central Component (ECC) functionalities is desirable.
• Experience in guiding, motivating and supervising junior staff is desirable.
• One year or more of experience in data analytics or related area is desirable.
• High school diploma or equivalent is required.

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 9,104 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. The overall objective of UNEP's Industry and Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. The Division promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities. Please review internet address (http://www.unenvironment.org). The position is located in the Resources and Markets Branch of the Industry and Economy Division in the Geneva Duty Station. Under the direct supervision of the Administrative Officer of the Economy Division, the incumbent will undertake the following tasks:

Responsibilities

HUMAN RESOURCES AND MANAGEMENT • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of consultants and individual contractors with creation of Shopping Carts through UMOJA ensuring consistency in the application of UN HR rules and regulations. • Register consultants and individual contractors and create non-staff IDs, enter and send the form with correct banking details • Responds to enquiries and provides information and advice to consultants and individual contractors regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities under UN HR Rules and Regulations. • Initiates payments requests to Consultants and Individual contractors by creating Service Entry Sheets in UMOJA ECC, ensuring consistency in the application of UN HR Rules and Regulations and proper completion of proper attachments of HR supporting documentation. REQUISITIONING AND ADVISORY SERVICES IN REQUISITIONING PROCESSES AND TRANSACTIONS • Assist in the compilation of Division procurement plan and acquisition planning for Headquarters • As Lead Requisitioner, provide advisory services on procedural and workflows in requisitioning processes • Prepare and raise Low-Value Acquisitions for requirements under US$10,000 and raise Shopping Carts in Umoja for procurement against UN system’s contracts and piggybacking on UN contracts, in line with UN Procurement Manual and UN Financial Rules and Regulations. • Develop statement or requirements, statement of work, generic terms of references depending on the nature and cost value of the good or service. • Complete necessary administrative paperwork in order to register and create supplier’s required identification in Umoja and send the form with correct banking details. • Handle the contractors' invoices against the goods and services provided by the contractor and approved by the requesting office. • Processes the payment of contractors' invoices in Umoja and monitor payments in UMOJA ECC and other UN financial platforms available. SUPPORT OF TRAVEL MATTERS AND TRANSACTIONAL FUNCTIONS IN UMOJA • Coordinate and submit all travel planning through the quarterly travel and meeting plans for the Branch • Register new meeting participants and create participants IDs through PA42 platform • Review, process and raise travel requests in Umoja for non-staff and group travel for meeting participants in line with UN travel guidelines and procedures. • Make payment of Daily subsistence allowances (DSAs) for meeting participants through cash cards process. • Monitor and submit expense reports and respond to traveler’s and travel offices enquiries. Provide guidance. GENERAL ADMINISTRATION • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, audit requests and non-staff matters. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the Division in the field of travel, requisitions and HR matters on consultants and individual contractors. Performs other related administrative duties, as required (e.g., maintenance of equipment, software and systems, organizing and coordinating meetings, conferences, translations and interpretation services). • Upon request, review, draft and proofread translations from English to Spanish and French language. • May be responsible for guiding, training, and supervising the work of more junior General Service staff. Support in the absence of colleagues and serves as backup in other Units for HR non-staff matters, procurement related-matters, travel and misc. requests. • 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.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g. human resources, procurement, database management. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to contribute to administrative activities and planning, as well as supporting and advising programme officers and senior management. The 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. 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. 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, procurement, human resources or related area, including at least five (5) years' experience in an international organization 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. Experience in administration and procurement is required. Experience in guiding, motivating and supervising junior staff is desirable. Experience with Umoja Supplier Relationship Management (SRM) and Enterprise Central Component (ECC) functionalities is desirable. Experience with the UN system or similar organization 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. Fluency in English and French is required. Knowledge of another official United Nations 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 an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this post is on a local basis and is open for an initial period of one (1) year and may be subject to extension subject to legislative body funding availability. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the 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. 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. 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. Online 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