Project Assistant

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Position Title: Project 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 was established in 1972 and has since been instrumental in addressing environmental issues on a global scale. The organization operates in over 100 countries and employs thousands of individuals dedicated to environmental sustainability and advocacy. UNEP's mission is to encourage sustainable development through sound environmental practices and to inspire and empower nations and peoples to improve their quality of life without compromising that of future generations.

Job Overview:
The position of Project Assistant within the Mitigation Branch of the Climate Change Division at UNEP involves providing essential administrative and programmatic support. The role is crucial for the effective functioning of the Administration Unit, which is responsible for facilitating the implementation of projects aimed at improving energy efficiency and increasing the use of renewable energy in developing countries. The Project Assistants will work closely with the administrative, finance, and programmatic teams to ensure that all project-related activities are executed smoothly and efficiently. This includes preparing and tracking legal and donor agreements, liaising with project managers and implementing partners, and assisting in the negotiation of legal agreements. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while adhering to strict deadlines.

Duties and Responsibilities:
The Project Assistants will be responsible for a wide range of duties, including but not limited to:

• Assisting with the preparation and tracking of legal and donor agreements.
• Liaising with project managers and implementing partners to negotiate legal agreements.
• Developing technical Terms of Reference, Calls for Proposals, and Expressions of Interest, along with associated budgets.
• Supporting the due diligence process for project proposals.
• Tracking the management of contracts and preparing reports as per donor requirements.
• Reviewing the status of relevant expenditures and comparing them with the approved budget.
• Preparing, enrolling, and revising all financial commitment obligations for legal instruments.
• Assisting with the issuance of payments and monitoring expenditures from executing partners against budget allocations.
• Validating and keying expenditure reports. 1
• Assisting with the UNON procurement process to contract for-profit institutions. 1
• Maintaining the branch database for all legal instruments. 1
• Keeping electronic and hard-copy files for all contracts and projects up to date. 1
• Organizing meetings and preparing draft minutes. 1
• Working with mass data dumps and utilizing Excel and pivot tables effectively. 1
• Performing any other administrative duties as required. Performance will be evaluated based on the quality of documents produced and adherence to deadlines, with outputs needing to be accepted by UNEP to be considered satisfactory.

Required Qualifications:
Candidates must possess an undergraduate university degree. A minimum of five years of work experience is required, with previous experience in administration being an advantage. Qualifying years of experience are calculated following the receipt of the first level university degree recognized by the United Nations. Candidates should demonstrate excellent written and oral communication skills in English, as well as the ability to work collaboratively with colleagues to achieve organizational goals. Strong planning and organizing skills are essential, with the ability to prioritize and deliver tasks effectively and on time.

Educational Background:
An undergraduate university degree is required for this position. This educational background provides the foundational knowledge necessary for understanding the administrative and programmatic functions within the context of the United Nations and its environmental initiatives.

Experience:
A minimum of five years of relevant work experience is required for this position. This experience should ideally include administrative roles, which would provide the necessary skills and knowledge to support the various functions of the Mitigation Branch effectively. Experience in international organizations or similar environments would be beneficial.

Languages:
Fluency in written and spoken English is mandatory for this position. Knowledge of another UN language is considered an advantage, as it may facilitate communication with diverse stakeholders and enhance the effectiveness of the role within the international context of UNEP's operations.

Additional Notes:
The position is expected to last for a duration of 6 months. There are no additional notes regarding contract duration, seniority level, or compensation provided in the job description. It is important to note that the United Nations does not charge any fees at any stage of the recruitment process, including application, interview, or training.