Administrative Assistant
(Issue
date: 03/08/2012)
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VACANCY NOTICE NO.:
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GS-12-31
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ORGANIZATION:
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UNEP/DRC
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DUTY STATION:
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FUNCTIONAL TITLE:
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Administrative
Assistant
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GRADE:
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G-7
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DURATION:
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6 Months (with
possibility for 3 months extension)
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IMIS NO.
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605170
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CLOSING DATE:
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17/08/2012
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Background:
The United Nations Environment
Programme (UNEP) is the United Nations system's designated entity for
addressing environmental issues at the global and regional level
(www.unep.org). Its mandate is to coordinate the development of environmental
policy consensus by keeping the global environment under review and bringing
emerging issues to the attention of governments and the international community
for action. UNEP's Division of Regional Cooperation (DRC) helps to implement
UNEP's global programs in the regions by initiating, coordinating and
catalyzing regional and sub-regional cooperation and action in response to
environmental problems and emergencies. This position is located in the United
Nations Environment Programme, Division of Regional Cooperation, Regional
Office for Latin America and the Caribbean
(ROLAC) at the Brasilia Duty Station. Under the direct supervision of the Head
of the Office, ROLAC, Brasilia
1. Ensure administration and
implementation of operational strategies, adapt processes and procedures:
Ensure full compliance with UNEP financial rules, regulations, policies and
financial recording/ reporting system; Follow up on audit recommendations;
Implement effective internal controls and proper functioning of a
client-oriented financial resources management system; Implement cost-sharing
agreements, elaborate on contributions to the mobilization efforts within the
Country Office; Elaborate on proposals and implement cost saving and
reimbursement strategies. 2. Ensure administration of budgets for programmatic
and operational areas of the Country Office: Submit Office budget to the
Regional Office and Headquarters; Support and monitor preparation and
modifications of budgets for UNEP Projects. 3. Provide proper cash and
accounting management of Country Office financial resources. 4. Ensure
operation of human resource issues at the office: Execute new selection
processes and follow up on issuance of contracts; Organize for contracts
renewal. 5. Provide administrative support to the Country Office internal and
external operational issues: Management of Common Premises and Services;
Implement security policy and practices. 6. Carry out travel procedures:
Prepare travel requests and authorizations.
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. Shows pride in work and in
achievements; is conscientious and efficient in meeting commitments, observing
deadlines and achieving results; shows persistence when faced with difficult
problems or challenges; remains calm in stressful situations. Establishes and
maintains productive partnerships with clients by gaining their trust and
respect; identifies clients’ needs and matches them to appropriate solutions.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Qualifications:
Education: Completion of secondary school is required. Technical
courses relating to administration, economics, international business or accounting
an asset.
Experience: Seven years of progressively responsible finance
experience is required. Experience in the usage of computers, office software
packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and web
based management systems. Experience on Enterprise Resource Planning—ERP
systems required, particularly ATLAS and IMIS. Knowledge of Brazilian
Government rules and procedures for international cooperation projects, and
particularly guidelines issued by TCU, SFC etc. Familiarity with UNDP Brazil
coordination Manual of convergence is an asset.
Languages: English
and French are the working languages of the United Nations Secretariat. For the
post advertised, fluency in Portuguese (working language of the duty station) and
English is required. Knowledge of Spanish an asset.
Depending on professional background,
experience and family situation, a competitive compensation and benefits
package is offered. See UN website: http:www.un.org/Depts/OHRM/salaries_allowances/index.html
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Preference will be given to equally qualified women candidates.
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. This is a temporary vacancy. Appointment against this post is for a
limited duration and does not carry any expectancy, legal or otherwise for
renewal.
All applications to be sent to the following address on or
before the deadline of 17/08/2012. Applicants should send a completed United Nations P.11 or
Galaxy Personal History Form together with a covering letter of one to two
pages summarizing how they meet the requirements of the job to:
UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the email address above.
PLEASE QUOTE
VACANCY ANNOUNCEMENT NO.: GS-12-31
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UNEP
does not charge a fee at any stage of the recruitment process. If you have any
questions concerning persons or companies claiming to be recruiting on behalf
of these offices and requesting the payment of a fee please contact:
recruitment@unon.org.
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