Closing Date: 28 January 2025
UNEP is hiring for a Team Assistant (individual contractors) based in Paris
Result of Service
The Team Assistant wiil provide coordination and organization support for the Programme Management and Administration Unit under Mitigation branch.
Overview
The United Nations Environment Programme (UNEP) is the United Nations systems designated entity for addressing environmental issues at the global and regional level. 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.
Duties and Responsibilities
The overall objective of the UNEP’s Climate Change Division (CCD) is to support countries to increasingly transition to low-emission economic development pathways and enhance their adaptation and resilience to climate change. These posts are located in UNEP/CCD at the Paris duty station. The individual contractors under the Programme Management and Administration Unit will provide necessary support to ensure key administrative processes are carried out in a timely manner and in line with UN regulations and rules.
The Team Assistant’s tasks will include project implementation support, travel/event management support, and finance and budget support. The individual contractors will also be assisting in the consultancy paperwork, preparing SSFA’s/PCA’s and providing general programmatic support. The candidate will also be assisting in the consultancy paperwork, preparing SSFA’s/PCA’s and general programmatic support.
Objectives:
Each month the candidate will:
- Assist with project implementation tasks, including monitoring of monthly consultant payroll.
- Assist with travel/event management meetings, including travel planning and travel request processing for meeting participants which includes following steps: ensure each travel is approved in Travel Plan and accurate bio data of traveler in the system, gathering travel requests within deadlines, assembling all the documents and reviewing, verifying compliance of travel regulations and ensure budget availability, late travel submission managing, input travel data in UMOJA and filing, prepare travel authorization and obtain relevant signatures under UNEP/UNOPS travel procedure, ensuring required travel certification under UNEP travel procedure, communicate with regional travel experts and official travel agent, i.e. UNOG/UNON and CWT, create expense reports, ensure accurate travel payments through direct bank transfers and cash cards, plus venue and logistics arrangements.
- Provide support in finance and budget, including bank details and other records. Ensure administrative reporting and filing systems are up to date. Carries out routine correspondence and uses standard word processing package to produce reports.
- Provide support to meetings held in person and/or on virtual platforms. Assist in paperwork for consultants. Assist in supporting Project Managers with the preparation of project documentation. Assist in preparing contracts and donor agreements, including inputting into UNEP’s ERP system.
- Provide support in monitoring and tracking administrative documents, including the receipt and accuracy of approvals and signatures to ensure compliance with relevant legal, financial, and other requirements. Generate a variety of standard statistical and other reports, work orders, etc., using various databases. Perform other duties as assigned.
Qualifications/special skills
A minimum of two years of responsible experience in the field of project management, administration or finance and budget. Knowledge of database and ERP systems is desirable. Experience with word processing, spreadsheets and/or communication software is required. Experience using collaborative remote meeting platforms and/or software is desirable. Administration of projects, travel/event management support, financial and budget processing and record-keeping. Excellent computer skills using Excel, MS Office Suite and knowledge of ERP systems required. Advanced user of Excel is an asset. Client orientation. Interest in environment and/or climate change issues is an asset. Excellent communication skills are required. Excellent organizational skills and high level of attention to detail. Proven ability to work as part of a team in a fast-paced environment.
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