Administrative support assistant

Organizational Context

The United Nations Environment Programme (UNEP) seeks administrative support for its Chemicals Branch. This role is crucial for the successful implementation of various meetings and events, contributing to the timely and accurate processing of participant reimbursements and providing essential logistical support for UNEP's diverse units.

Job Purpose

The primary purpose of this role is to provide comprehensive administrative and logistical support to the UNEP Chemicals Branch, ensuring the smooth execution of key meetings and events. This includes managing participant reimbursements, processing travel arrangements, and facilitating communication with participants and governments. The role directly contributes to the efficient operation of the branch and the successful convening of significant global forums, such as the GEF 8 Global Supply Chains Forum and the planetGOLD Global Forum, by ensuring all administrative aspects are handled accurately and promptly.

Responsibilities

Key responsibilities include processing and following up on participant reimbursement cases and payment-related issues. The role involves providing year-round logistical support to various UNEP units. This includes arranging and processing air travel for sponsored participants, obtaining itineraries, and liaising with governments for visa acquisition. Additionally, the role entails processing daily subsistence allowances, submitting expense reports, managing participant information, and preparing participant lists. Support for registration and information desk duties is also required, along with communicating logistical and administrative details to participants. The role also covers processing travel arrangements and approvals for consultants on mission, ensuring timely processing of travel claims and mission reports.

Work Experience

A minimum of two years of experience in programme or administrative services, such as secretarial, clerical, finance, or programme assistance, is required. Prior experience within the UN System and specifically providing UN meeting support services is strongly encouraged.

Skills

Proficient computer skills, including use of web-based platforms and relevant software (word processing, PowerPoint, Excel, internal databases, internet, online meeting platforms). Strong administrative and logistical support capabilities. Excellent communication and organizational skills. Experience in processing reimbursements and travel arrangements.

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