UNEP is Hiring an Administrative Assistant. Application Deadline Sep 2, 2024: APPLY NOW

UNEP is Hiring an Administrative Assistant. Application Deadline Sep 2, 2024: APPLY NOW

• Job Opening ID: 238382
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-6
  Duty Station : ATHENS
• Department/Office : United Nations Environment Programme
• Date Posted : Aug 1, 2024
• Deadline : Sep 2, 2024

Introduction

The United Nations Environment Programme (UN Environment) 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. UN Environment’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This post is located in the Ecosystems Division, at the Mediterranean Action Plan(MAP) in Athens, Greece. This position is located in the Coordinating Unit for the Mediterranean Action Plan (UNEP/MAP), in the Ecosystems Division at the Athens duty station. Under the overall supervision of the UNEP/MAP Coordinator, the incumbent will perform the following functions:

JOIN OUR WHATSAPP GROUPS or JOIN OUR WHATSAPP CHANNEL

Responsibilities

• • Provides administrative and logistic support in the preparation of meetings, including circulation of invitations, Monitoring of attendance, and coordination of technical arrangements.
• • Provides administrative support to the coordinator by maintaining the calendar and internal workflow, performing HR and financial management functions and processing internal and external requests.
• • Supports the organization of meetings, travel(s) for the unit; prepares other administrative requests/documents for staff of the Unit.
• • Drafts, edits, proofreads and prepares official communications in English and French, for signatures, on behalf of the unit.
• • Performs research and assists in the preparation of necessary documentation required for reports and correspondence and responds to inquiries on issues relevant to the work of the Unit.
• • Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications.
• • Ensures availability of background materials for the coordinator and senior staff attending meetings; organizes and maintains office database and archives.
• • Liaises with the offices of various senior officials at Headquarters, Partner Organizations and other MAP units including Regional Activity Centres regarding on-going programmes and other administrative matters.
• • Conveys directives, reports, status updates and other relevant information and brings sensitive and urgent matters including operational issues to the attention of the coordinator.
• • Ensures an effective and efficient flow of information by processing all incoming and outgoing correspondence, overseeing information flow within the Unit, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following-up on pending actions; organizes and maintains office database and archives and liaises with the UNEP Headquarters on administrative matters.
• • Provides assistance to senior officials on official travels including the drafting of communications and the monitoring changes to trip itineraries and composition of delegations.
• • Drafts, processes for signature by the coordinator and dispatches memorandums, letters, note verbales and other related correspondence to relevant diplomatic representatives of the Contracting Parties and Partners of the Host Country as per internal practices and protocols.
• • Coordinates all meetings and activities in the Host Country (Ministry of Environment, Ministry of Foreign Affairs, other Ministries and Partners).
• • Provides support in staff recruitment processes in coordination with the MAP Administration unit.
• • Assists the Coordinator in the process of elaboration and monitoring of the implementation of the Programme of Work and Budget from outputs to financial aspects.
• • Assists the Coordinator in the review of legal instruments and their implementation including in Integrated Planning, Management and Reporting (IPMR) and Umoja.
• • Supports the Coordinator by compiling and maintaining the quarterly approved travel plan of the Office, including keeping track of all mission reports and follow-up actions of all MAP staff; Make travel arrangements, and prepare travel authorization, and visa requests for the coordinator, including processing travel claims.
• • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• • Assists with visualizations and updating information material such as web pages or brochures.
• • Collaborates with and as needed, backstops, other assistants of the Unit. • May perform other duties as required.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

JOIN OUR WHATSAPP GROUPS or JOIN OUR WHATSAPP CHANNEL

ALSO READ OR APPLY

• UNOPS is hiring x3 multiple assistant jobs in various locations. Deadline 06-12 Aug-2024: APPLY NOW
• UNESCO is hiring x15 Multiple Internship Opportunities in Various locations. Deadline 31 Dec 2024: APPLY NOW
• UNICEF is hiring x11 internship opportunities in various locations: Deadline from 5-25 August 2024. APPLY NOW
• UNICEF is hiring for x83 Multiple Remote/home-based Consultancy Jobs in various locations: Deadline 6-25 August 2024

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Formal training in the field of Budget and Finance and/or any related fields is desirable.

Work Experience

• A minimum of seven (7) years of experience in general office support, administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
• One (1) or more years of experience providing assistance to senior officials is desirable. Experience working with Enterprise Resources Planning (ERP) systems is desirable.
• One (1) or more years of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and French is required. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of” equals a rating of “confident” in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

APPLY NOW ON THE OFFICIAL PAGE

JOIN OUR WHATSAPP GROUPS or JOIN OUR WHATSAPP CHANNEL