Senior Administrative Assistant, G7 at United Nations Environment Programme (UNEP)

Job Description

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The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world’s 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 environment.

Responsibilities

REQUISITIONING AND CONTRACT MANAGEMENT

Acts as the lead requisitioner for the full range of activities relating to the acquisition of goods and services in the Division, such as raising shopping carts and/or low value acquisition purchase orders, raising service entry sheets, reviewing goods received records and requesting payments of invoices. Coordinates and follows up with all involved stakeholder, internal and external, to ensure timely and efficient completion of acquisition of goods and services. Reviews invoices received against issued purchase orders to ensure correct recording of expenses and payments. Independently prepares the annual Division acquisition plan and submits it to the relevant office. Manages the Division owned contracts, monitors performance against established Key Performance Indicators, engages with the end users and takes early action prior to the expiry of the contract or the contract ceiling amount. Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. Processes the payment of contractors’ invoices and monitor payments.

TANGIBLE AND INTANGIBLE PROPERTY MANAGEMENT

Acts as property management focal point for the Division. Maintains up-to-date records of all serialized and relevant non-serialized equipment. Issues gate passes for all equipment that is removed from the UN compound. Maintains a record of all custodians and equipment hand-over notes. Liaises frequently with the Property Management Unit and other internal stakeholders. Coordinates the physical verification for the Division equipment. Maintains up-to-date records of all intangible property, e.g., licences, subscriptions, and performs related tasks. Liaises frequently with the Facilities Management Unit for maintenance and repairs required in the Division.

HUMAN RESOURCES MANAGEMENT

Coordinates various actions related to the administration of the unit¿s human resource activities, e.g., recruitment, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Acts as Time Administrator. Provides advice and answers general queries on classification procedures and processes. Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

GENERAL ADMINISTRATION

Acts as main focal point for the Host Country Unit activities. Provides guidance, training and daily supervision to other general service staff in the area of responsibility. Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. Coordinates extensively with service units and liaises frequently with internal team members. 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. Performs other related administrative duties, as required.

Requirements

Competencies

PROFESSIONALISM: Knowledge of procurement and contract management rules and procedures in the UN System, large non-governmental organizations, or similar entities. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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. ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required.