Senior Administrative Assistant - Paris, France - United Nations

United Nations

Entreprise vérifiée

Paris, France

il y a 3 semaines

Posté par:

Sophie Dupont

beBee Recruiter

Description

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.

The overall objective of UNEP's Industry and Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive.

The position is located in the Consumption and Production Unit (CPU) of the Industry and Economy Division in the Paris Duty Station.

Under the direct supervision by the Administrative Officer, the incumbent will be responsible for following duties:

Responsibilities:

1.

Budget and Finance:

Acts as Certifying Officers on behalf of and in the absence of programme managers at offices outside headquarters.
Provides expert assistance in the preparation and development of the unit's work programme and budget.
Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
Collects data from relevant databases and prepares customized financial reports.
Provides assistance in the review, and preparation of the mediumterm plan and its revisions.
Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and nonstaff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the mediumterm plan and other legislative mandates.
Assists managers in the elaboration of resource requirements for budget submissions.
Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
Monitors extrabudgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
Assists in the preparation of budget performance submissions.
Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

Human Resources Management:

Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Reviews and processes personnel actions through IMIS.
Advises staff on visa matters.
Provides advice and answers general queries on classification procedures and processes.
Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Monitors IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
General Administration
Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
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 both at Headquarters and in the field.
Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs.
Contract Administration
Assists with daytoday administration of contracts between the UN and external contractors for outsourced services
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.
Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipecard access and door key.
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 broch