Administrative Assistant

Result of Service Contributes to the effectiveness and efficiency of the department/unit by providing administrative support and specialised assistance to more senior staff in the assigned areas of responsibility

Work Location Hybrid (remote and/or office, where applicable)

Expected duration 6 months

Duties and Responsibilities Organizational Setting, Purpose and Objective: 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. This position is located in the Regional Office for West Asia in Manama, Bahrain. Within delegated authority and reporting to the regional coordinator for resource efficiency, the Individual Contractor will be responsible for the following duties: The Individual Contractor will carry-out, inter alia, the following duties & responsibilities: Programme support •Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval. •Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues. •Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. •Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system. •Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. •Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management. •Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. •Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc General Administration: •Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. •Drafts routine correspondence. •Maintains files of rules, regulations, administrative instructions and other related documentation. •Maintains up-to-date work unit files (both paper and electronic). •Coordinates extensively with service units and liaises frequently with internal team members both at headquarters and in the field. •Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations. Contract Administration: •Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. •Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. •Processes the payment of contractors' invoices and monitor payments. •Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. Any other duties that may be assigned.

Qualifications/special skills Academic Qualifications: Completion of high school diploma or equivalent is required. Supplementary training in business administration, finance, accounting and human resources or related areas is desirable. Good computer skills in Windows, and other computer applications such MS outlook, SAP, word processing, and Excel are desirable. Experience: A minimum of seven (7) years of work experience in administrative services, finance, accounting, audit, human resources or related area is required. Work experience in Enterprise Resource Planning (ERP) tools is desirable. Experience in working with other UN system entities or any other international organization is desirable Language: Fluency in written and spoken English. Knowledge of Arabic language is strong desirable.

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.