Administrative Assistant Individual Contractor at United Nations Environment Programme (UNEP)

Responsibilities 

• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the unit’s outputs, products, tasks, where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences.
• Generates a variety of standard statistical and other reports, work orders using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.
• Assists in the maintenance of websites by scanning, converting, and posting a variety of documents onto the site.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.
• Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications)
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications.
• Performs other duties as assigned.

Qualifications/special skills

• Completion of high school diploma is required. Supplemental training in administration; human resource or a related field training is required
• A minimum of three (3) years' experience in administration, human resource or related area is required.
• Experience with data extraction and data analysis using Business Intelligence or other available analytical tools is desirable
• Experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is desirable.
• Experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is desirable.

Languages

• Fluency in written and spoken English Language is required.

Closing Date: 13th November, 2023