Administrative and Financial Support Assistant

Job Posting Organization:
The United Nations Environment Programme (UNEP) is a leading global environmental authority established in 197

• Its mission is to encourage sustainable development through sound environmental practices and to inspire, inform, and enable nations and peoples to improve their quality of life without compromising that of future generations. UNEP operates in over 100 countries and employs thousands of staff members dedicated to addressing environmental challenges. The organization plays a crucial role in coordinating the development of environmental policy consensus, keeping the global environment under review, and bringing emerging issues to the attention of governments and the international community for action.

Job Overview:
The Administrative and Financial Support Assistant position is designed to provide essential administrative and financial support to the UNEP Plastics Initiative, which aims to tackle plastic pollution through a collaborative approach. The role involves assisting the Project Manager in various administrative tasks, including the preparation and tracking of donor agreements, managing contracts, organizing meetings, and handling travel requests. The assistant will work closely with the legal team and implementing partners to ensure compliance with UN rules and regulations. This position is critical in ensuring the smooth operation of the Plastics Unit and supporting the overall mission of UNEP in promoting a circular economy for plastics.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Financial Support Assistant include:

• Assisting the Project Manager in the preparation and tracking of donor agreements and legal agreements, ensuring compliance with UN rules and regulations.
• Managing UNEP/UNOPS contracts, coordinating payments, and overseeing expenditure reports.
• Supporting the organization of meetings and events, providing technical support for virtual/hybrid meetings, and managing logistics.
• Handling travel requests for meeting participants and consultants, including preparing travel approval requests and ensuring timely disbursement of allowances.
• Processing and filing all legal obligations, preparing payment requests, and undertaking other necessary administrative duties.
• Collaborating closely with the Project Manager and implementing partners to validate expenditure statements and review progress reports.

Required Qualifications:
The required qualifications for this position include:

• A high school diploma or equivalent is required, with a first-level university degree in finance, accounting, business or public administration, or a related field being desirable.
• A minimum of five years of experience in the administration of financial documents and contracts, with a background in finance considered an asset.
• Experience in finance and budget management is required.
• Strong analytical and writing skills for memos, letters, briefings, and reporting are essential.
• Familiarity with an Enterprise Resource Planning (ERP) system is required.
• Proficiency in computer skills, particularly in Excel and the MS Office suite, is necessary.
• Exceptional organizational skills and attention to detail, with the ability to collaborate effectively in a fast-paced environment.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent, with a preference for candidates who have completed a first-level university degree in finance, accounting, business or public administration, or a related field. This educational foundation is essential for understanding the financial and administrative tasks associated with the role.

Experience:
Candidates should have a minimum of five years of relevant experience in the administration of financial documents and contracts. Experience in finance and budget management is crucial, as well as strong analytical and writing skills for effective communication and reporting. Familiarity with UN rules and regulations or similar international organizations is desirable, as it will aid in navigating the complexities of the role.

Languages:
Fluency in written and spoken English is a prerequisite for this role, as English and French are the working languages of the United Nations. Proficiency in French is also beneficial, as it enhances communication within the multicultural team and with various stakeholders.

Additional Notes:
This position is expected to last for a duration of six months. The role is full-time and involves working within a multicultural and geographically dispersed team. The United Nations does not charge any fees at any stage of the recruitment process, ensuring a fair and transparent hiring process. Candidates should be prepared to manage multiple tasks in an orderly and punctual manner, demonstrating strong planning and organizational skills.