ADMINISTRATIVE ASSISTANT (PAYMENTS AND TRAVEL)
FAO
ATHENS
πριν από 3 μέρες

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.

UNEP'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 UNEP / Mediterranean Action Plan (UNEP / MAP) at the Athens duty station. The incumbent will be under the direct supervision of the Administrative / Fund Management Officer and overall supervision of the Deputy Coordinator.

Within delegated authority, the Administrative Assistant (Payments and Travel) will be responsible for the following duties :

Responsibilities

HUMAN RESOURCES MANAGEMENT

  • 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 etc.

  • ensuring consistency in the application of regulations and procedures;
  • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems;
  • Reviews entitlements-related claims and reports;
  • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary;
  • Maintains and reviews organizational staffing tables.
  • GENERAL ADMINISTRATION

  • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff;
  • Acts as the MAP focal point for travel and coordinate creation of travel authorizations for non-staff / consultancy travel;
  • Handles, monitors and controls Swiss card payments in liaison with Geneva Office.

  • Calculate and settle travel claims of MAP staff, participants to meetings and consultants, reviewing supporting documentation for completeness, accuracy, validity and conformity with UN Rules.
  • Creates Expense Reports for travels of meeting participants in the SAP Enterprise Resource Planning (ERP) software (Umoja);
  • Monitors the finalization of expense reports for meetings.

  • Drafts routine correspondence (including visa-related correspondence);
  • Disburse DSAs at meetings;
  • Prepare reconciliation reports for all the MAP meetings and workshops;
  • Maintains files of rules, regulations, administrative instructions and other related documentation;
  • Maintains up-to-date work unit files (both paper and electronic);
  • 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, identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating administrative arrangements for seminars, conferences and translations.
  • BUDGET AND FINANCE

  • Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables;
  • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies;
  • Reviews status of relevant expenditures and compares with approved budget;
  • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
  • Assists in the preparation of budget performance submissions;
  • Prepares statistical tables and standard financial reports.
  • CONTRACT ADMINISTRATION

  • Assists with day-to-day 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, swipe-card access and door keys.
  • Performs other duties as required"
  • 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.

  • 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.

    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.

    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. Supplementary training in administration, finance or related fields is an asset. Candidates must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

    Work Experience

    Five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

    Experience with office software and Internet applications (e.g. such as Microsoft Outlook, Word, Excel, PowerPoint or similar is required.

    Experience working in a front office setting for an international organization such as the United Nations is desirable.

    Proven experience working with Enterprise Resource Planning (ERP) systems such as Umoja, SAP or similar is desirable.

    Languages

    English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

    Working knowledge of French and Greek is desirable. Knowledge of another official United Nations language is an advantage.

    Assessment

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

    Special Notice

    Appointment against this post is for an initial period of one year and may be subject to extension.

    This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.

    A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

    Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

    The United Nations Secretariat is committed to achieving 50 / 50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

    Notice to Internal Applicant when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date.

    This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

    All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.

    On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.

    If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

    United Nations Considerations

    According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

    Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

    The term sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

    The term sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

    The term sexual harassment means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.

    Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

    Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

    The United Nations Secretariat is a non-smoking environment.

    Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on Manuals hyper-link on the upper right side of the inspira account-holder homepage.

    The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

    Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

    No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

    Job openings advertised on the Careers Portal will be removed at 11 : 59 p.m. (New York time) on the deadline date.

    No Fee

    THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

    THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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