Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Paris
Country: France
Deadline Date: Not specified

Job Details

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 works with Member States and partners to accelerate and support a just transition by addressing climate change mitigation and adaptation. This includes enhancing implementation capacity, providing data information and knowledge, access to finance and technology, and building resilience. The organization aims to promote sustainable development and effective policies for climate stability, supporting countries in their decarbonization and resilience pathways in line with their climate commitments. The position is located in UNEP's Climate Change Division, Mitigation Branch, at the Paris duty station.

Job Overview:
The Administrative Assistant will provide general administrative and program-related support to the Administrative Officer and Project Managers. The role involves assisting in the preparation of revisions, processing, and execution of UN Environment projects, including legal agreements and project budgets. The incumbent will draft standard advice to project managers on rules, procedures, and requirements, create and maintain databases on legal instruments, and support knowledge building and sharing. The position also includes logistical support for training sessions, monitoring budgets, and ensuring necessary approvals are entered into the computerized tracking system. The Administrative Assistant will assist in program/project planning, data collection and analysis, and preparation of presentations and reports.

Duties and Responsibilities:

• Assist the Administrative Officer and Project Managers in preparing revisions, processing, and executing UN Environment projects, including legal agreements and project budgets.
• Draft standard advice to project managers on rules, procedures, and requirements.
• Create and maintain databases on all current legal instruments by entering relevant information from standard documents into the database.
• Assist in knowledge building and sharing by collecting information to update PMAU and Mitigation Branch guidelines.
• Support logistics related to training for Project Managers on rules, regulations, and procedures.
• Support the Delegation of Authority reporting and repository of legal instruments for the Mitigation Branch quarterly.
• Review and monitor budgets and assist in coordinating fund availability with the Finance Assistant.
• Ensure necessary approvals and entries in the computerized tracking system.
• Assist in coordinating program/project planning and preparation work; compile, summarize, and present information/data on specific programs/projects and related topics. 1
• Assist with data collection and analysis, preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making. 1
• Assist with visualizations and updating information materials such as web pages or brochures. 1
• Perform other related duties as assigned.

Required Qualifications:

• High school diploma or equivalent is required.
• A minimum of five years’ experience in program or project administration, technical cooperation, finance and budget management, or related area is required.
• Experience in administration, project management, finance, procurement, and travel support is required.
• Experience using Enterprise Resource Planning (ERP) systems is required.
• Experience in support functions in international organizations such as the United Nations is desirable.
• Experience working with the travel or consultant’s modules of SAP is desirable.
• One year or more of experience in data analytics or related area is desirable.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher may have their minimum years of relevant experience reduced to three years.

Experience:
The position requires a minimum of five years of experience in program or project administration, technical cooperation, finance and budget management, or a related area. Candidates with a first-level university degree or higher may qualify with three years of relevant experience. Experience in administration, project management, finance, procurement, and travel support is essential, along with proficiency in using Enterprise Resource Planning (ERP) systems. Experience in international organizations, particularly the United Nations, is desirable, as is experience with SAP's travel or consultant modules. Additionally, experience in data analytics or related fields is a plus.

Languages:
Fluency in English is required for this position, as English and French are the working languages of the United Nations Secretariat. Knowledge of another UN official language is desirable. Fluency is defined as a rating of 'fluent' in all four areas (reading, writing, speaking, understanding), while 'knowledge of' means a rating of 'confident' in two of the four areas.

Additional Notes:
The appointment against this post is for an initial period of one year and may be subject to extension. The selected candidate will be granted a fixed-term appointment limited in accordance with administrative instruction ST/AI/2013/

• Renewal of appointment is contingent upon the continued existence of the mandate and availability of funding. Staff members are subject to the authority of the Secretary-General and may be assigned to any of the activities or offices of the United Nations. This position is subject to local recruitment, and applicants must be authorized to work for the United Nations in the duty station where the position is located. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Reasonable accommodation for applicants with disabilities may be provided upon request.