Senior Administrative Assistant

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Description

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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.

Responsibilities

• Coordinates various actions related to the administration of the Division’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members and training, ensuring consistency in the application of UN rules and procedures. 
• Liaises with central administration/executive services (UNEP Corporate Services Division and UNON Human Resources Management Service) as required.   
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Provides advice and answers general queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. 
• Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer, and movement of staff. 
•  Collects data from relevant databases/systems/Business Intelligence platforms and prepares customized HR reports.  General Administration:
• Serves as a communication link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the Director’s attention. 
• Focal point for Climate Action Division correspondence logs, routing, and follow-up to ensure timely response and closure of log in the system. 
• Provides advice and clarification to General Service staff members on office management and improvement of administrative procedures. 
• Provides substantive and administrative support in managing priorities and workflow of the Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner. 
• Liaises with the Executive Office to support on confidential matters related to handling of sensitive documentation and calendar management. 
• 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).   Data Management:
• 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.  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.  Budget and Finance 
• Assists in monitoring budget/staff related costs and suggests reallocations of resources and implements the reallocations as necessary. 
• Helps in the review, and preparation of the medium-term plan and its revisions. 
• Reviews, analyses, and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements in the Division, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates. 

Education:

High school diploma or equivalent is required.

Work Experience:

• A minimum of ten (10) years of experience in human resources and administrative services is required.
• The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first level university degree.   
• At least seven (7) years͛’ experience in recruitment of staff and other personnel is desirable.   
• Experience working with an Enterprise Resource Planning (ERP) system, specifically with post management is desirable.   
• A minimun of one (1) year experience in data analytics or related area is desirable.

Languages:

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.  

Source: https://careers.un.org/jobSearchDescription/256052?language=en

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