Administrative Assistant

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UNEP - United Nations Environment Programme

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Application deadline 1 year ago: Thursday 28 Oct 2021 at 23:59 UTC

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Result of Service 2. Objective.

The Administrative Assistant will support the implementation of the project by offering assistance for the project administration, financing, procurement, inventory and human resources.

The Assistant will perform the following tasks:

1. Support the monitoring of the budget execution per output and activity, according to the budget approved by the AF, the requirements of MADES and the Annual Operational Plans (POA). 2. Support the monitoring of the project procurement plan based on the POA and budget of the project. 3. Organize procurement processes (support the drafting of Terms of Reference, request for quotations, draft comparative tables, verification of goods/services, keep a file of payment vouchers) of office supplies, computer equipment and field materials, among others, in compliance with all institutional policies and administrative procedures of UNEP and partner organizations where applicable (MADES, local partners, UNDP, UNIDO and others). 4. Support the Technical Specialists in procurement processes (drafting of Terms of Reference in consultation with Technical Specialists, request for quotations, draft comparative tables, keep a file of payment vouchers) of technical-profile purchases, such as gutters, freight, tanks, plumbing, among others, in compliance with all institutional policies and administrative procedures of UNEP and partner organizations where applicable. 5. Assist in the timely implementation of institutional applications and/or tools, according to the policies of the UN Environment and the Cooperation Agreements with other entities, necessary to continue with the correct financial, accounting, administrative, and logistical procedures. 6. Prepare draft payment orders. 7. Provide support to ensure that all payments of remuneration and other services are made in a timely manner, as per the terms of the contract or agreement and the corresponding authorizations. 8. Systematize, register and control all the supporting documents of expenses and disbursements of the project. 9. Maintain updated the document database of the project in physical and digital format, on shared platforms for MADES/PNUMA (memorandums, official communication with MADES, relevant emails, minutes, project documents) 10. Conduct internal processes such as hard and soft data archive (on shared platforms) to support purchases and payments, etc. 11. Support in the preparation of administrative reports. 12. Support in the preparation of project audit reports. 13. Keep the inventory and monitor the movement of fixed assets, new allocations, incorporations, removals, losses, custodians, and other tasks of similar nature. 14. Keep a physical and digital inventory control and maintain sufficient stocks of field equipment, office supplies, IT supplies, etc. 15. Provide materials and field equipment to authorized personnel (as per requests before field missions, workshops, making sure the project´s assets are returned in good conditions) in a timely and efficient manner. 16. Provide logistical support when necessary, including organizing events. 17. Keep a record and control of the periodic maintenance and correct use of the project vehicles, along with ordinary and extraordinary repairs, logs, etc., in close coordination with drivers and MADES. 18. Monitor the loan of the project vehicles and/or assets and return in good conditions, in close coordination with drivers and MADES. 19. Support in tasks such as monitoring of vacation, attendance sheets and permits. 20. Prepare documents for personnel hiring and renewal forms. 21. Other activities relevant for the fulfillment of the position’s objectives.

Work Location Ministry of Environment and Sustainable Development of Paraguay, Project Management Unit, Asunción, Paraguay.

Expected duration 12 MONTHS

Duties and Responsibilities 1. Purpose.

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.

UNEP Latin America and the Caribbean Office (ROLAC), located in Panama City, works closely with the 33 countries of the region -with a population of about 588 million people- and its activities are integrated into the Medium-Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA).

The office works towards the implementation of the Agenda 2030 for Sustainable Development and its Sustainable Development Goals (SDGs), the new Paris Agreement and the priority actions defined in the Nationally Determined Contributions (NDC) and National Adaptation Plans (NAP) of the region.

In terms of supporting countries in the region attain the global commitments signed within the framework of the Paris Agreement, the Latin America and the Caribbean UNEP Sub-programme on Climate Change aims at strengthening the ability of countries to move towards climate-resilient and low emission strategies for sustainable development and human well-being. In this framework, the UNEP Sub-programme on Climate Change, through its Climate Change Unit, leads and supports several initiatives oriented at designing, promoting and implementing innovative mitigation and adaptation solutions at the national and subnational level, and strengthening the transparency framework of the countries.

The expected accomplishment regarding climate change adaptation is that adaptation approaches, including the Nature based Solutions with an ecosystem-based approach, are implemented and integrated into key sectoral and national development strategies to reduce vulnerability and strengthen resilience to climate change impacts. Furthermore, the UNEP’s Sub-programme on Climate Change is also committed to ensure that cross-cutting issues such as gender equity and women empowerment are effectively integrated in the development of its tasks to guarantee an equitable development in line with its adaptation objectives.

The adaptation team of the Climate Change Unit is implementing a portfolio of projects and continuously developing a pipeline of new projects, both for adaptation planning and for implementation of concrete measures, in the three subregions of the region: Central America, South America and the Caribbean. The adaptation team works in close coordination with the rest of the Climate Change Unit and regional office, UNEP regional, sub-regional and national offices in the region and worldwide, including Headquarters; other UN System Agencies, Programmes and Funds; Regional and Subregional Organizations, countries’ institutions, and national and local organizations; and donors and financing institutions such as the Green Climate Fund (GCF), the Global Environment Facility (GEF) or the Adaptation Fund (AF).

As part of this support to countries in the region, UNEP signed an agreement with the Ministry of Environment and Sustainable Development of Paraguay (MADES) to implement the project “Ecosystem Based Approaches for reducing the vulnerability of food security to the impacts of climate change in the Chaco region of Paraguay” (AbE Chaco Project), with the financial contribution of the Adaptation Fund (AF).

The Project started its activities in April 2019, and aims to contribute to the reduction of food security vulnerability to the effects of climate change in the following communities of the Paraguayan Chaco: i) General Díaz, ii) Pozo Hondo and iii) Campo Loa in the Department of Boquerón, and iv) Toro Pampa, v) Colonia María Auxiliadora, vi) San Carlos, vii) 14 de mayo, viii) Sierra León, and ix) the fisherman community of the urban area of Bahía Negra in the Department of Alto Paraguay.

The project has three components: Component 1: Knowledge management on vulnerability and resilience to climate change improved with tools and instruments to implement cost-effective adaptation measures. Component 2: Adaptive capacity in rural areas of greatest vulnerability strengthened through concrete adaptation measures favoring and ecosystem-based approach. Component 3: Capacity development and awareness to implement and upscale effective implementation of adaptation measures at national and local levels.

The Project´s implementation relies on a Project Management Unit (PMU), which is accountable for the technical, operative and administrative management of the project, as well as for the development of activities in the field. To fulfill the project´s objectives and results an Administrative Assistant is required to support the PMU´s Administrative Officer on administrative, financial, procurement, inventory and human resources management-related tasks.

The Administrative Assistant will operate under the overall supervision of the Adaptation Programme Officer of UNEP’s Office for Latin America and the Caribbean in close coordination with the Administrative and Financial Officer and the Project Coordinator. She/he will work within the PMU based in MADES, in close collaboration with UNEP’s Adaptation team, from Monday to Friday, 40 hours per week, full time.

Qualifications/special skills Academic Qualifications: - Bachelor’s degree in business administration or related fields is required.

Experience: - At least 2 years of relevant work experience in the field of business management with administrative and/or operational tasks is required. - Specific experience working with international cooperation agencies and projects is an asset. - Specific experience in managing document data bases is an asset.

Language: - Fluency written and communication skills in Spanish is required. - Knowledge of English and Guaraní is an asset.

Skills: - Excellent oral and written communication skills as well as active listening. - Capacity to gather, analyze and synthesize data and generate relevant information. - Ability to work as part of a multidisciplinary team and ability to work in a collaborative and participatory manner. - Excellent management of computer tools (Microsoft Windows operating systems) and office automation (Microsoft Office: Word, Excel, PowerPoint).


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