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 and promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system. UNEP serves as an authoritative advocate for the global environment and is dedicated to addressing pressing environmental issues. The Climate Change Division, which is the lead division of UNEP, focuses on working with Member States and partners to accelerate and support a just transition by addressing mitigation and adaptation gaps. UNEP was established in 1972 and operates in over 150 countries, employing thousands of staff members dedicated to environmental sustainability and climate action.

Job Overview:
The position of Administrative Assistant is located in the Climate Change Division, Mitigation Branch, in Paris, France. The incumbent will be responsible for providing expert assistance in the preparation and development of the Branch’s work programme and budget. This role involves monitoring budget implementation and expenditures, ensuring compliance with UN regulations, and assisting in the administration of contracts. The Administrative Assistant will also be tasked with ensuring that travel requests are properly certified and that all financial reports are accurate and customized to meet the needs of the Branch. The position requires a proactive approach to problem-solving and the ability to work collaboratively with various internal teams and external partners.

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

• Providing expert assistance in the preparation and development of the Branch’s work programme and budget.
• Monitoring budget/work programme with respect to various budgets, trust funds, grants, and other funds on a regular basis.
• Collecting data from relevant databases and preparing customized financial reports.
• Reviewing, analyzing, and assisting in the finalization of cost estimates and budget proposals.
• Monitoring budget implementation/expenditures and recommending reallocation of funds as necessary.
• Ensuring compliance with regulations and rules regarding extra-budgetary resources.
• Certifying travel requests in accordance with UN regulations and ensuring accuracy of entitlements.
• Monitoring and reviewing travel claims for completeness and accuracy.
• Assisting in drafting host country agreements and budget agreements. 1
• Coordinating with service units and internal team members to resolve diverse issues and problems as they arise.

Required Qualifications:
The required qualifications for the Administrative Assistant position include a high school diploma or equivalent. Supplementary training in administration, finance, budget, accounting, or related fields is desirable. Candidates must possess a strong understanding of financial rules, regulations, and procedures within the UN environment. The ability to extract, interpret, analyze, and format data across finance and budget functions is essential. Candidates should demonstrate professionalism, planning and organizing skills, and the ability to work collaboratively in a team setting.

Educational Background:
A high school diploma or equivalent is required for this position. Additional training in administration, finance, budget, accounting, or related fields is highly desirable and may enhance a candidate's suitability for the role.

Experience:
Candidates must have a minimum of ten (10) years of progressively responsible experience in human resources management, accounts, finance, budget, audit, or a related area. This requirement is reduced by two (2) years for candidates who possess a first-level university degree. Experience in supervising a team is desirable, and familiarity with International Public Sector Accounting Standards (IPSAS) is also a plus. Working experience with an Enterprise Resource Planning (ERP) finance system such as Umoja or SAP is required.

Languages:
Fluency in oral and written English is required for this position. Knowledge of French is desirable, as English and French are the working languages of the United Nations Secretariat.

Additional Notes:
This position is temporarily available for 364 days and may be subject to extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The United Nations is committed to achieving gender balance in its staff and encourages female candidates to apply. The recruitment process does not involve any fees, and reasonable accommodation may be provided for applicants with disabilities upon request.