Administrative Assistant

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UNEP - United Nations Environment Programme

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Application deadline 1 year ago: Tuesday 13 Sep 2022 at 23:59 UTC

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Result of Service United Nations Environment Programme (UNEP) is the United Nations system’s designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.

UNEP’s Economy Division works with international governments and non-governmental organizations, national and local governments, business and industry to develop and implement policies, strategies and practices that are cleaner and safer, incorporate environmental costs, use natural resources efficiently, reduce pollution and risks for humans and the environment, and enable the implementation of conventions and international agreements.

The objective of the contracted services is to manage, in a timely and professional manner, the accounts payable function for the Economy Division in Paris

The results of the services shall include:

Effectively support day-to-day functioning of the Accounts Payable and Treasury unit, including handling correspondence with vendors and implementing partners, receiving invoices, processing payments, arranging and follow-up of the disbursement of funds. Provide assistance and advice to the staff in the Division with regards to required and necessary documents for payment processing, reconciliation of amounts to be paid, reviewing status of payments; Effectively support the division with managing the VAT recoverable. High-quality written drafts correspondence (letters and emails), reports and communication materials, produced in a timely manner for both internal and external clients; Undertake other routine administrative activities.

Work Location Paris

Expected duration 4 Months

Duties and Responsibilities Under the direct supervision by the Administrative Officer, under delegation of authority, the incumbent will be responsible for the management of all payments to third parties and related actions for the Division. Treasury and Payments: - Reviews, analyses and processes payments to third-parties, commercial entities, and individuals, with respect to settlement of pay and allowances, and letters of assist claims. - Reviews incoming payment instructions regarding banking details and sources of funds. - Prepares payments for final disbursement by Cashier. - Creates receipts and deposits for all incoming funds. - Notifies payees of status of payments. - Assists staff members, Fund Management Officers, and donors regarding queries on payment and deposit-related issues. - Investigates complaints on non-receipts. - Reviews inter and intra-unit processes with aim to optimize workflow and customer orientation. - Assist in preparation of periodical reports: cash flow, contributions, etc. - Follows-up on audit recommendations and cases on fraud. - Assists cashier in the daily operation of the Cashier’s Unit responsible for the transmittal of payments worldwide. - Process the reimbursement of VAT from the relevant ministries and government offices.

General: - Keeps up to date on documents/reports/guidelines that have a bearing on matters related to accounts payable, ensuring compliance with United Nations policies and procedures. - Drafts or prepares correspondence to respond to enquiries in respect to relevant accounts payable and finance matters. - Performs other related duties, as assigned. - Files and archives as required

Qualifications/special skills Competency: Professionalism: ability to perform a broad range of administrative functions, e.g. knowledge of budgets, finance and procurement processes. Knowledge of UN rules and procedures is desirable. Accountability: delivers outputs for which has responsibility in a timely fashion; operates in compliance with organizational rules and regulations; takes responsibility for his/her own shortcomings and those of the work unit, where applicable. Planning and organization: Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; uses time efficiently. Communication: speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds. Demonstrates openness in sharing information and keeping people informed.

Academic Qualifications: Completion of secondary school is required. Additional technical training in the fields of accounting/finance and/or administration would be an advantage.

Experience: A minimum of ten years of relevant and progressive experience in Finance/Accounting with an increased level of responsibilities in financial administration is required. Experience in working with SAP or similar Enterprise Resource Planning (ERP) accounting and finance system is required. Experience working with Microsoft Excel is desirable.

Language: For the post fluency in written and oral English is required and French is an added advantage.

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.

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