Administrative Assistant

Vor 4 Tagen


Geneve, Schweiz United Nations Vollzeit

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 Minamata Convention on Mercury is a global treaty to protect human health and the environment from the adverse effects of mercury. The Convention was adopted in Kumamoto, Japan in 2013 and came into effect in 2017. The Secretariat functions of the Convention are performed by the UN Environment Programme.

This post is located in the Secretariat of the Minamata Convention at the Geneva duty station. Under the supervision of the Administrative Officer, the incumbent is responsible for the following duties:
**Responsibilities**:
1. Human Resources Management;
- Assists with the recruitment of consultants and individual contractors in Inspira and raises the shopping carts in UMOJA. Assists with the payment of consultants and individual contractors through raising service entry sheets in UMOJA. Keeps up-to-date statistics of consultants and individual contractor contracts.
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal in electronic information systems.
- Reviews entitlements-related claims and reports.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices; follows-up with service providers such as UNEP and UNON HR.
- Maintains and reviews organizational staffing tables.

2. Contract Administration;
- Acts as requisitioner of the Minamata Convention Secretariat. Includes preparing and/or processing purchase requests / documents e.g. requisitions for goods and services, low-value purchase orders for goods and services, expenditure authorizations. Assists in providing software and office equipment support. Acts as local planner.
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services, including keeping an up-to-date overview database.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the Minamata Convention Secretariat.
- Processes the payment of contractors' invoices by raising service entry sheets in UMOJA and monitors payments.

3. General Administration;
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
- Provides logístical support to a range of meetings and conferences arranged by the Secretariat including the travel of funded delegates.
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation.
- Maintains up-to-date databases and work unit files (both paper and electronic).
- Manages the inventory of the Secretariat and keeps it up-to-date, initiates actions for the disposal of assets.
- Coordinates extensively with service units and liaises frequently with internal team members both at UNEP, UNON and UNOG including the provision of supporting information.
- 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; booking of meeting rooms.
- Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
- Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records.
- 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.
- Provides guidance/training to new staff.
- Performs other duties as assigned.

Competencies

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 decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING & 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; moni



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