Administrative Assistant

Job Posting Organization:
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. UNEP's Climate Change Division aims to deliver effective strategic guidance and high-impact action in support of the transition towards climate stability. The organization operates globally, working with Member States and partners to accelerate and support a just transition by addressing climate change mitigation and adaptation. UNEP is committed to promoting sustainable development and effective policies for climate stability, ensuring that countries progress on decarbonization, dematerialization, and resilience pathways in line with their climate commitments and aspirations.

Job Overview:
The Administrative Assistant position is situated within UNEP's Climate Change Division, specifically in the Mitigation Branch, Programme of Work Operations Support Unit, at the Paris duty station. The incumbent will work under the direct supervision of the Administrative Officer and the overall supervision of the Chief of the Mitigation Branch. The role encompasses a variety of administrative tasks, including human resources and contract management, general administration, and data management. The Administrative Assistant will be responsible for supporting the administration of the Branch’s contract management, advising on internal memos and Terms of Reference for consultancy contracts, maintaining staffing tables, and assisting with project implementation tasks. The position requires a proactive approach to managing administrative processes and ensuring compliance with legal and financial requirements. Additionally, the role involves preparing reports and presentations, facilitating knowledge-sharing sessions, and coordinating with various service units within the organization.

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

• Human Resources / Contract Management: Assisting with the initiation, processing, and review of actions related to contract management for consultancy and individual contractors. Advising on crafting internal memos and Terms of Reference for contract requisitions. Preparing and launching consultancy vacancy announcements and providing support in candidate screening and recruitment paperwork. Maintaining organizational staffing tables and providing guidance on administrative procedures. Assisting with project implementation tasks, including payroll preparation and monitoring. Supporting finance and budget management, including tracking administrative documents and ensuring compliance with legal requirements. Preparing monthly updates on the C/IC portfolio status. Organizing knowledge-sharing sessions on the recruitment process. Reviewing legal documentation and preparing legal agreements.
• General Administration: Preparing and processing administrative arrangements and forms related to program management. Drafting routine correspondence and maintaining files of rules and regulations. Coordinating with service units and liaising with internal team members. Performing other administrative duties as required, such as monitoring accounts and organizing administrative arrangements for events.
• Data Management: Assisting with data collection and analysis, preparing presentations and reports, and updating information materials such as web pages or brochures. Performing other duties as assigned.

Required Qualifications:
The position requires a high school diploma or equivalent. Relevant training in Human Resources, Finance, budget, legal, or project management is desirable. Candidates should possess knowledge of internal policies and procedures related to project management, finance, administration, and human resources. The ability to analyze and interpret data to support decision-making is essential. Professionalism, teamwork, and planning and organizing skills are critical competencies for this role.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with relevant training in areas such as Human Resources, Finance, budget, legal, or project management will be viewed favorably. A first-level university degree or higher can reduce the minimum years of relevant experience required.

Experience:
Candidates must have a minimum of five years of experience in project management, administration, finance, and budget, or a related field. This requirement is reduced to three years for candidates with a first-level university degree or higher. Experience working with databases and Enterprise Resource Planning (ERP) systems is desirable, as is experience in the United Nations or similar international organizations. Additionally, one year or more of experience in data analytics or a related area is preferred.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in English is required, while proficiency in French is desirable. Candidates must demonstrate their language skills according to the UN Language Framework, with specific levels required for reading, writing, listening, and speaking.

Additional Notes:
The appointment for this position is limited to the United Nations Environment Programme and is for a period of one year, subject to extension based on the continued existence of the mandate and availability of funding. External candidates selected for this position will receive a fixed-term appointment limited to the entity. The position is subject to local recruitment, and applicants must be authorized to work for the United Nations in the duty station. 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.