ADMINISTRATIVE ASSISTANT

The United Nations Environment Programme (UNEP) is the leading global
environmental authority that sets the global environmental agenda, promotes
the coherent implementation of the environmental dimension of sustainable
development within the United Nations system and serves as an authoritative
advocate for the global environment.

This position is located in UNEP Regional Office for West Asia in Riyadh, the
Kingdom of Saudi Arabia. Under the overall supervision of the Saudi
Environment Sustainability Programme Manager and the direct supervision of
Administrative Officer, the incumbent will be responsible for the following
duties:
Responsibilities
General Administration:
* Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
* Coordinates extensively with service units and liaises frequently with internal team members at Headquarters, Regional Office and in the field.
* Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
* May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Human Resources Management:
* Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
* Responds to enquiries and provides information and advice to staff and consultants regarding their entitlements, administrative procedures, processes, conditions of service, and entitlements under the Staff Rules and Regulations.
* Monitors staffing table and prepare relevant statistical data/charts, organigram, including time and attendance reports.

Budget and Finance:
* Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget /work programme with respect to Headquarters' budget, trust funds, grants and procurement.
* Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
* Assists managers in the elaboration of resource requirements for budget submissions.
* Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
* Prepares or customizes financial reports from Umoja system generated reports.
* Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Contract Administration:
* Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
* Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
* Processes the payment of contractors' invoices and monitor payments.
* Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
* Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
* Assists with visualizations and updating information material such as web pages or brochures.
Perform other duties as may be required.
Competencies
PROFESSIONALISM: Knowledge of internal policies, processes and procedures
generally and in particular those related to administration, human resources
or finance and budget; Understanding of the functions and organization of the
work unit and of the organizational structure and respective roles of related
units; The ability to perform analysis, modeling and interpretation of data in
support of decision-making. Shows pride in work and in achievements.
Demonstrates professional competence and mastery of subject matter. Is
conscientious and efficient in meeting commitments, observing deadlines and
achieving results. Is motivated by professional rather than personal concerns.
Shows persistence when faced with difficult problems or challenges; remains
calm in stressful situations. Commitment to implementing the goal of gender
equality by ensuring the equal participation and full involvement of women and
men in all aspects of work.

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.

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.
Education
Completion of high school diploma or equivalent is required.
Job - Specific Qualification
Supplemental training in business administration, writing skills, finance,
accounting and human resources or related areas is desirable.
Work Experience
A minimum of seven (‎7) years of experience in general programme,
administration, finance,
accounting, audit, human resources or related area is required.

Prior experience in international organizations at country and regional level
is desirable.

Experience in Enterprise Resource Planning Systems particularly Systems
Applications and
Products (SAP) is desirable.

A minimum of one (‎1) year or more of experience in data analytics or related
area is desirable
Languages
English and French are the working languages of the United Nations
Secretariat. For the position advertised, fluency in English and in Arabic is
required. Knowledge of another official United Nations language is desirable.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write,
speak, understand) and "Knowledge of" equals a rating of "confident" in two of
the four areas.
Assessment
Evaluation of qualified candidates may include an assessment exercise which
may be followed by competency-based interview.
Special Notice
Appointment against this post is for an initial period of one year and may be
subject to extension.

This position is subject to local recruitment pursuant to staff rule ‎4.4 of
the United Nations Staff Rules. Applicants for positions in the General
Service and related categories must be authorized to work for the United
Nations in the duty station where the position is located. Eligible applicants
selected from outside the duty station are responsible for any expenses in
connection with their relocation to the duty station. Staff members subject to
local recruitment are not eligible for allowances or benefits exclusively
applicable to international recruitment.

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.

Internal Applicants - when completing the Candidate Profile form, ensure ALL
fields, ALL professional experience and contact information are completed and
up to date. This information is the basis for the hiring manager to assess
your eligibility and suitability for the position and to contact you.

The United Nations Secretariat is committed to achieving ‎50/‎50 gender balance
and geographical diversity in its staff. Female candidates are strongly
encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and
employment of staff is the necessity of securing the highest standards of
efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and
organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect. The United Nations recruits and
employs staff regardless of gender identity, sexual orientation, race,
religious, cultural and ethnic backgrounds or disabilities. Reasonable
accommodation for applicants with disabilities may be provided to support
participation in the recruitment process when requested and indicated in the
application.

All applicants are strongly encouraged to apply on-line as soon as possible
after the job opening has been posted and well before the deadline stated in
the job opening. On-line applications will be acknowledged where an email
address has been provided. If you do not receive an e-mail acknowledgement
within ‎24 hours of submission, your application may not have been received. If
the problem persists, please seek technical assistance through the Inspira
"Contact Us" link.
United Nations Considerations
According to article ‎101, paragraph ‎3, of the Charter of the United Nations,
the paramount consideration in the employment of the staff is the necessity of
securing the highest standards of efficiency, competence, and integrity.
Candidates will not be considered for employment with the United Nations if
they have committed violations of international human rights law, violations
of international humanitarian law, sexual exploitation, sexual abuse, or
sexual harassment, or if there are reasonable grounds to believe that they
have been involved in the commission of any of these acts. The term "sexual
exploitation" means any actual or attempted abuse of a position of
vulnerability, differential power, or trust, for sexual purposes, including,
but not limited to, profiting monetarily, socially or politically from the
sexual exploitation of another. The term "sexual abuse" means the actual or
threatened physical intrusion of a sexual nature, whether by force or under
unequal or coercive conditions. The term "sexual harassment" means any
unwelcome conduct of a sexual nature that might reasonably be expected or be
perceived to cause offence or humiliation, when such conduct interferes with
work, is made a condition of employment or creates an intimidating, hostile or
offensive work environment, and when the gravity of the conduct warrants the
termination of the perpetrator's working relationship. Candidates who have
committed crimes other than minor traffic offences may not be considered for
employment.

Due regard will be paid to the importance of recruiting the staff on as wide a
geographical basis as possible. The United Nations places no restrictions on
the eligibility of men and women to participate in any capacity and under
conditions of equality in its principal and subsidiary organs. The United
Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon
request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of
staff shall be the necessity of securing the highest standards of efficiency,
competence, and integrity. By accepting an offer of appointment, United
Nations staff members are subject to the authority of the Secretary-General
and assignment by him or her to any activities or offices of the United
Nations in accordance with staff regulation ‎1.2 (c). In this context, all
internationally recruited staff members shall be required to move periodically
to discharge new functions within or across duty stations under conditions
established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the
online recruitment platform, inspira. For more detailed guidance, applicants
may refer to the Manual for the Applicant, which can be accessed by clicking
on "Manuals" hyper-link on the upper right side of the inspira account-holder
homepage.

The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job
opening and the applicable internal legislations of the United Nations
including the Charter of the United Nations, resolutions of the General
Assembly, the Staff Regulations and Rules, administrative issuances and
guidelines. Applicants must provide complete and accurate information
pertaining to their personal profile and qualifications according to the
instructions provided in inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to
applications that have been submitted. Candidates under serious consideration
for selection will be subject to reference checks to verify the information
provided in the application.

Job openings advertised on the Careers Portal will be removed at ‎11:59 p.m.
(New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT
PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED
NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.