Administrative Assistant Vacancy-Job Ref: WJCAUNEP/1905/2025809

Administrative Assistant Vacancy-Job Ref: WJCAUNEP/1905/2025809

Montreal (Canada)

JOB DESCRIPTION
Org. Setting and Reporting
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. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development.

A key agreement opened for signature at Rio was the Convention on Biological Diversity. The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the Secretariat of the CBD, within the Administration Division (ADM).

Under the overall supervision of the Head of The Administration Division and the direct supervision of the Head of the General Administration Unit, the incumbent will carry out the following functions: The Administrative Assistant will be responsible for the following duties:

Responsibilities
A. HUMAN RESOURCES MANAGEMENT a) Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, ensuring consistency in the application of regulations and procedures. b) Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal in electronic information systems.

B. BUDGET AND FINANCE a) Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables. b) Consolidates data received and provides support to the finance officers with respect to budget reviews. c) Reviews status of relevant expenditures and compares with approved budget. d) Prepares statistical tables and standard financial reports.

C. GENERAL ADMINISTRATION

a) Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, distribution of office mail, shipments for major conferences.

b) Drafts routine correspondence.

c) Prepares the registration for meetings and the list of participants and corresponds with participants.

d) Maintains files of rules, regulations, administrative instructions and other related documentation. e) Maintains up-to-date work unit files (both paper and electronic).

f) Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters in Nairobi and in the Secretariat. g) 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; maintenance of equipment; organizing and coordinating administrative arrangements for seminars, conferences and translations. h) 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. i) Assists with visualizations and updating information material such as web pages or brochures.

D. CONTRACT ADMINISTRATION a) Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. b) Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. c) Processes the payment of contractors’ invoices and monitors payments. d) 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, swipe-card access and door keys.

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 United Nations administrative, financial and human resources rules and regulations in work situations. 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.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required.
Job – Specific Qualification
Completion of courses in human resources, business administration, finance, public administration or equivalent is desirable.

Work Experience
A minimum of five (5) years of progressively responsible experience in human resources, management, administrative services or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience in the UN common system or in an international public organization is desirable. Experience in client service management for payment processing is desirable. Experience with Enterprise Resources Planning (ERP) is desirable. One (1) year or more experience in data analytics or related areas is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French or Spanish or another official United Nations language is desirable. 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 a substantive assessment which will be followed by a competency-based interview.

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