Administrative Assistant

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda and promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system. UNEP serves as an authoritative advocate for the global environment and is committed to addressing climate change through its Climate Change Division. This division works with Member States and partners to support a just transition by addressing mitigation and adaptation gaps, enhancing implementation capacity, and building resilience. The UNEP Copenhagen Climate Centre (UNEP-CCC) is a prominent international research and advisory institution focused on energy, climate, and sustainable development, employing around 60 professionals from over 20 countries and implementing projects in more than 60 countries.

Job Overview:
The Administrative Assistant position is located within the UNEP-CCC in Copenhagen, Denmark. The incumbent will work under the supervision of the Chief of the Project Management and Administration Unit and the Administrative Officer. The role involves a variety of administrative and financial responsibilities, including budget preparation, monitoring expenditures, and assisting in the preparation of financial reports. The position requires collaboration with various service units and internal team members, as well as the ability to manage multiple tasks effectively. The Administrative Assistant will also be responsible for guiding and supervising junior staff, ensuring that all administrative duties are performed efficiently and accurately. This role is crucial for supporting the overall mission of UNEP in promoting sustainable development and effective climate policies.

Duties and Responsibilities:

• Budget and Finance: Assist in the preparation and review of financial and human resource proposals; consolidate budgets for headquarters, trust funds, grants, and procurement; monitor expenditures and prepare necessary adjustments; assist managers in resource requirement elaboration; prepare budget performance submissions and reports; customize financial reports from UMOJA; coordinate with finance and budget staff on related issues.
• General Administration: Draft routine correspondence for administrative, financial audit, and personnel matters; coordinate with service units and liaise with internal team members; perform operational travel program duties; monitor accounts and payments to vendors; assist in data collection and analysis; prepare data presentations and reports; update information materials; guide and supervise junior staff; perform other related duties as required.

Required Qualifications:
Completion of high school diploma or equivalent is required. A minimum of seven years of progressively responsible experience in administration, finance/accounts, audit, or related areas is required. This experience is reduced to five years for candidates with a first-level university degree or higher. Familiarity with financial rules, regulations, and procedures, as well as experience with Enterprise Resources Planning (ERP) systems such as SAP, is essential. Experience in grants management, donor reporting, and procurement is desirable, along with experience working within the United Nations system or similar international organizations.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role. While specific job-related qualifications are not listed, a background in finance, administration, or related fields is beneficial.

Experience:
Candidates must have a minimum of seven years of progressively responsible experience in administration, finance/accounts, audit, or related areas. This requirement is reduced to five years for those with a first-level university degree or higher. Relevant experience in general administrative and budgetary procedures, project cycle management, and travel support is necessary. Experience with ERP systems such as SAP is required, and familiarity with grants management and donor reporting is desirable. Additionally, one year or more of experience in data analytics or a related area is considered advantageous.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, but proficiency in French is not mandatory for this position. Candidates should ensure they meet the language requirements as outlined by the UN Language Framework.

Additional Notes:
This position is a project position for an initial period of one year, subject to extension based on the continued existence of the mandate and availability of funding. It is subject to local recruitment, meaning applicants must be authorized to work in Denmark. External candidates selected for this position will receive a fixed-term appointment limited to the project duration. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Reasonable accommodations may be provided for applicants with disabilities upon request.