Administrative Assistant
Organizational Context
The United Nations Environment Programme (UNEP) is the leading global environmental authority. Its Climate Change Division aims to deliver strategic guidance and action for climate stability, supporting countries in their transition towards decarbonization and resilience. The Administrative Assistant role is situated within the Programme of Work Operations Support Unit of the Mitigation Branch in Paris.
Job Purpose
The Administrative Assistant supports the UNEP Climate Change Division, Mitigation Branch, in Paris. This role is crucial for the effective functioning of the Programme of Work Operations Support Unit. The incumbent will manage administrative processes related to human resources, contract management for consultants and individual contractors, and general office administration. This includes assisting with recruitment, processing contracts, managing administrative forms, drafting correspondence, and maintaining essential documentation. The position also involves supporting data collection, analysis, and reporting to aid in decision-making and knowledge management, ensuring smooth project implementation and compliance with administrative procedures.
Responsibilities
Manage administrative processes for contract management of consultants and individual contractors, including initiation, processing, review, and follow-up. Advise on drafting terms of reference and requisitions for contracts. Prepare and launch vacancy announcements, assist with candidate screening, and manage recruitment paperwork. Maintain organizational staffing tables for contractors. Provide guidance on administrative procedures and liaise with central administrative services. Assist with project implementation, including monthly payroll monitoring for contractors. Support finance and budget tasks, and track administrative documents for compliance. Prepare monthly updates on the contractor portfolio. Organize knowledge-sharing sessions on recruitment processes. Review legal documentation for agreements. Prepare and process administrative arrangements and forms for program management. Draft routine correspondence and maintain administrative files. Coordinate with service units and internal teams. Perform other administrative duties such as managing travel programs, monitoring vendor payments, and coordinating arrangements for events.
Work Experience
A minimum of five years of experience in project management, administration, finance, budget, or a related field is required. This minimum is reduced to three years for candidates with a first-level university degree or higher. Experience with databases, ERP systems, and the UN or similar international organizations is desirable.
Skills
Professionalism, Teamwork, Planning and Organizing, Contract Administration, Project Management, Finance, Administration, Human Resources, Data Analysis, Data Visualization, Communication.