UNV Administrative and Finance Assistant

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading environmental authority within the United Nations system, established to strengthen environmental standards and practices globally. UNEP's mission is to provide leadership and encourage partnerships in caring for the environment, aiming to inspire, inform, and enable nations and peoples to improve their quality of life without compromising that of future generations. UNEP operates in multiple countries and employs a diverse workforce dedicated to environmental sustainability.

Job Overview:
The UNV Administrative and Finance Assistant will work under the direct supervision of the Administrative and Fund Management Officer at the Caribbean Environment Programme. This role involves managing human resources activities, including recruitment, performance appraisal, and training, ensuring adherence to UN rules and procedures. The assistant will also be responsible for budget and finance tasks, such as monitoring expenditures, preparing financial reports, and assisting in budget submissions. General administrative duties include drafting correspondence, maintaining compliance with UN policies, and providing support to the coordinator. The position also entails procurement responsibilities, including operational coordination and contract administration, ensuring that all procurement activities align with UN standards. The role emphasizes the importance of integrating volunteerism into the work, encouraging engagement with local communities and promoting the principles of voluntary action.

Duties and Responsibilities:

• Human Resources Management: Initiate and manage recruitment processes, oversee performance appraisals, and ensure compliance with UN regulations. Respond to staff inquiries regarding entitlements and administrative procedures. Maintain vacancy files and monitor recruitment status.
• Budget and Finance: Assist in preparing financial proposals, monitor expenditures against budgets, and prepare budget performance reports. Customize financial reports from the Umoja system and coordinate with finance staff on budget-related issues.
• General Administration: Draft routine correspondence, maintain compliance with guidelines, and provide administrative support to the coordinator. Liaise with internal teams and service units, and perform other administrative duties as required.
• Contract Administration/Procurement: Coordinate procurement projects, prepare documentation for goods and services, and manage contracts with external contractors. Ensure proper asset management and process payments for contractors' invoices.
• Volunteer Engagement: Dedicate time to understanding volunteerism, participate in UNV activities, and contribute to knowledge sharing and community engagement.

Required Qualifications:
Candidates must possess strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment. Proficiency in Microsoft Office Suite and familiarity with financial management systems is essential. Candidates should demonstrate a commitment to the principles of volunteerism and the mission of UNEP. Strong communication skills, both written and verbal, are necessary for effective interaction with staff and stakeholders.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a degree in finance, business administration, human resources, or a related field. Additional training or certifications in project management or financial management would be advantageous.

Experience:
Candidates should have at least 2 years of relevant experience in administrative support, finance, or human resources management. Experience working in an international organization or within the UN system is highly desirable. Familiarity with budget preparation and financial reporting is essential, along with experience in procurement processes.

Languages:
Fluency in English is mandatory. Knowledge of additional languages, particularly Spanish or French, would be considered an asset and beneficial for communication within the diverse UN environment.

Additional Notes:
This position is a UN Volunteer role, which may include specific entitlements such as insurance coverage, a Volunteer Living Allowance (VLA), and other benefits. The role is based in Kingston, Jamaica, and may require the candidate to adapt to local living conditions, including high humidity and potential safety concerns. The position emphasizes the importance of volunteerism and encourages active participation in community engagement activities.