ADMINISTRATIVE ASSISTANT

Organizational Context

The United Nations Environment Programme (UNEP) provides administrative functions for the Convention on the Conservation of Migratory Species (CMS) and its associated agreements. The CMS Secretariat, located in Bonn, Germany, supports global and regional conservation efforts for migratory species. This role is situated within the CMS Secretariat, reporting to the Administrative Officer.

Job Purpose

This Administrative Assistant role supports the Convention on the Conservation of Migratory Species (CMS) Secretariat in Bonn, Germany. The purpose is to provide comprehensive administrative, human resources, and financial support to ensure the efficient operation of the Secretariat and its related agreements. The incumbent will manage HR activities, assist with budget monitoring, handle general administrative tasks, support contract administration, and contribute to data collection and reporting. This role is crucial for maintaining the smooth functioning of the Secretariat and facilitating the conservation of migratory species.

Responsibilities

Manage human resources activities, including recruitment, staff administration, and processing personnel actions. Provide information and guidance on entitlements and administrative procedures. Oversee vacancy announcements and monitor staffing tables. Support internship and volunteer administration and track mandatory training compliance. Assist in budget preparation, monitor expenditures, and prepare financial reports. Handle general administrative duties such as drafting correspondence, coordinating with service units, and managing office resources. Administer contracts with consultants, audit invoices, and process payments. Prepare necessary UN forms and permissions for staff. Assist in collecting, analyzing, and presenting data for reporting and decision-making, including updating information materials.

Work Experience

A minimum of seven years of progressively responsible experience in human resources, finance, or administrative services is required. This is reduced to five years for candidates with a university degree. Experience providing guidance on personnel rules and regulations, drafting internal guidelines, working with the UN or similar organizations, using ERP systems like Umoja, and data analytics is desirable.

Skills

Professionalism in administrative functions (budget, HR, database management), data analysis, and application of UN rules. Strong communication skills, both written and verbal. Ability to work collaboratively and effectively in a team environment.

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