Administrative Assistant at United Nations Environment Programme (UNEP)

Responsibilities

• HUMAN RESOURCE MANAGEMENT Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through UMOJA.
• Monitors staffing table and prepare relevant statistical data/charts.
• BUDGET AND FINANCE Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from UMOJA system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• GENERAL ADMINISTRATION Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• 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 seminars, conferences and translations).
• Prepares travel authorizations in UMOJA for both staff and non-staff members and associated expense reports in conformity with UN Rules.  
• Perform other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in the field of office management, administrative services, finance/accounting, human resources management or related area is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level University degree.
• Experience working with an Enterprise Resource Planning (ERP) system is required.
• At least five (5) years of experience within the United Nations Common System or any large international organization is desirable.
• Experience in human resources policies and recruitment procedures within an international organisation similar to the United Nations is desirable.
• Experience in managing staff and non-staff contract administration is desirable.
• Experience in drafting, reviewing and editing official correspondence within an international organisation similar to the United Nations is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.