ADMINISTRATIVE ASSISTANT

### 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 Climate Change Division is to deliver effective strategic guidance and high-impact action in support of the transition towards climate stability. Its work is guided by ambition, innovation, credible science, and alignment to global climate goals and needs of individual countries. The Climate Change Division works with Members States and Partners to accelerate and support a just transition by addressing climate change mitigation and adaptation through enhancing implementation capacity, provision of data information and knowledge, access to finance and technology, and building resilience. It promotes sustainable development and effective policies for climate stability; support action so that countries progress on decarbonization, dematerialization, and resilience pathways in line with their climate commitments, aspirations, and needs; and foster transparency in reporting. The position of Administrative Assistant is located in UNEP's Climate Change Division, Mitigation Branch, Programme of Work Operations Support Unit, in the Paris duty station. Under the direct supervision of the Administrative Officer, Climate Change Division, and the overall supervision of the Chief, Mitigation Branch, the incumbent will be responsible for the following duties: ### Responsibilities I. Human Resources / Contract Management Assists with initiating, processing, reviewing and follows-up actions related to the administration of the Branch’s contract management regarding UNEP and UNOPS consultancy and individual contractors (C/IC). Advises Programme Management on crafting internal memos and Terms of Reference (ToR) to properly requisition C/IC contract purchase orders, contract extensions, and close-out of contracts. Prepares and launches consultancy vacancy announcements in Inspira for C/IC Non-Staff Recruitment, providing back-up on candidate screening and recruitment paperwork. Assists with maintaining organizational staffing tables for C/IC, reflecting both UNEP and UNOPS engagements. Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary. Assists with project implementation tasks, including the preparation and monitoring of monthly C/IC payroll. Provides support in finance and budget, including bank details and other records. Provides support in monitoring and tracking relevant administrative documents, including the receipt and accuracy of approvals and signatures to ensure compliance with relevant legal, financial, and other requirements. Assists in preparing the monthly update for the Head of the Mitigation Branch and the Administrative Officer on the current status of the C/IC portfolio, including data on geographical distribution, gender representation, and other relevant indicators Assists in organizing and facilitating regular knowledge-sharing sessions on the C/IC recruitment process. Provides support in reviewing legal documentation, working with the team and project managers on the preparation of all legal agreements. II. General Administration Prepares, processes and follows-up on administrative arrangements and forms related to the official general programme management Drafts routine correspondence. Maintains files of rules, regulations, administrative instructions and other documentation. Coordinates extensively with service units and liaises frequently with internal team members both at UNON Headquarters and UNOPS Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; organizing and coordinating administrative arrangements for seminars, conferences and translations. III. Data 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. Perform other duties as assigned. ### Competencies PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to project management, finance, administration, human resources and contract administration. 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 decisions, 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 Relevant training in the areas of Human Resource, Finance, budget, legal or project management is desirable. ### Work Experience A minimum of five (5) years of experience in project management, administration, finance and budget or a related field is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience working with a database and an Enterprise Resource Planning (ERP) system is desirable. Work experience in the United Nations or similar international 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. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). .headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle; padding: 12px; border-right: 1px solid #ccc; } .headtable td { tex