Administrative Assistant

7 months ago


Riyadh, Saudi Arabia United Nations Full time

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:

- 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

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 d



  • Riyadh, Saudi Arabia Nice One Full time

    **Administrative Assistant** Join our team as an Administrative Assistant and become a vital part of Nice One's operations. Your role will help ensure the smooth and efficient functioning of our office. This position is ideal for a highly organized and detail-oriented individual with excellent communication skills and a proactive attitude. You will manage...


  • Riyadh, Saudi Arabia Woodston Personnel Ltd. Full time

    Woodston Personnel have an excellent opportunity for an Administrative Assistant with a client in Saudi Arabia. **Job Summary**: Responsible for handling various administrative tasks, including answering phones, managing calendars, scheduling meetings, and assisting with general office duties and management. This role requires excellent communication...


  • Riyadh, Saudi Arabia Alfaisal University Full time

    **Overview**: - Department - **College of Business** - Division - **College of Business** - Job Family - **Administrative Support** - Reports to - **Undergraduate Business Admin Programme Supervisor** - Location - **Alfaisal University - Riyadh** **Job Summary**: Administrative Assistants are responsible for assisting the Undergraduate office in day-to-day...


  • Riyadh, Saudi Arabia Yemnak Full time

    We are seeking a highly organized and motivated Administrative Mid-Level Assistant to join our dynamic team at our Riyadh office. As an Administrative Mid-Level Assistant, you will play a crucial part in ensuring the smooth running of the office and assisting with various tasks as required. **Key Responsibilities**: **Administrative Support**: - Provide...


  • Riyadh, Saudi Arabia Spago International Full time

    As an Admin Assistant, you will perform a variety of administrative and clerical tasks. You will be providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. **Responsibilities** - Provide front-desk coverage by managing a busy, multiline phone system, greeting guests as...


  • Riyadh, Saudi Arabia Ghafari Full time

    **Responsibilities**: The Administrative Assistant will support various departments in the Ghafari office. The Administrative Assistant will be well organized with strong communication skills and be able to work independently on projects at all levels. **Primary Responsibilities** - Provide reception area support by receiving and screening calls. - Schedule...


  • Riyadh, Saudi Arabia PDC CRO Full time

    **Essential Functions and Other Job Information** 1. Maintaining personnel documents and files, both on paper and electronic as authorized by HR Associate 2. Maintenance of HR databases and supportive tools and systems 3. Participation in the internal meetings 4. Assisting in preparation of any forms, announcements and logs necessary for daily activities...


  • Riyadh, Saudi Arabia Mafan Al Rasam "Atelier21" Full time

    **Responsibilities**: - Answer and direct phone calls - Organize and schedule appointments and meetings - Maintain contact lists - Produce and distribute correspondence memos, letters, faxes, and forms - Assist in the preparation of regularly scheduled reports - Develop and maintain a filing system - Order office supplies - Book travel arrangements - Submit...


  • Riyadh, Saudi Arabia AtkinsRéalis Full time

    AtkinsRéalis is looking for an experienced Administrative Assistant. **Roles and Responsibilities**: - Carry out day to day Administration. - Co-ordinating all general administration activities in the office. - Ensure that all files are in order. - Ensuring that new employees are mobilised quickly and efficiently and accommodation and transportation is...


  • Riyadh, Saudi Arabia شركة صلة تمكين العمل لتقنية المعلومات Full time

    **Responsibilities** - Manage office supplies stock and place orders - Assist the Head of Departments in daily duties related to office and finance administration - Maintain and update company databases - Prepare regular reports on expenses and budgets - Track and reconcile bank statements - Organize a filing system for important and confidential company...


  • Riyadh, Saudi Arabia brilliant mind events Full time

    BM Events is a premier hospitality staffing agency, delivering unparalleled service across Saudi Arabia. We specialize in providing expert staffing solutions for various events, ensuring every occasion is a success. Our Riyadh office is now seeking a dynamic and skilled Receptionist + Administrative Assistant to join our team. As the face of BM Events, you...


  • Riyadh, Saudi Arabia The Qode FZ LLC Full time

    We are looking for Arabic Administrative Assistant to join our growing team in Riyadh **Title**: Administrative Assistant **Reports to**: Senior HR and Administration Manager **Office**: Riyadh, KSA **KEY ATTRIBUTES | QUALIFICATIONS** - Must be a Saudi National - Previous working experience as a Receptionist/Personal Assistant/Executive Secretary -...


  • Riyadh, Saudi Arabia King Faisal Specialist Hospital and Research Centre Full time

    Provides administrative and professional support in managing the day-to-day operations of the assigned area. Performs and completes special administrative tasks as assigned. Assists and facilitates the flow of work for the in-line staff of the same area. **Essential Responsibilities and Duties**: 1. Provides full administrative support to the Department...


  • Riyadh, Saudi Arabia Valuable Recruitment Full time

    **About Us**: **Sorouh Agriculture's** mission is to inspire and empower farmers to produce premium crops by supplying high-quality seeds and pesticides while maintaining sustainable after-sale relationships. Our vision is to become a one-stop shop for innovative and sustainable farming products and solutions for farmers in Saudi Arabia and the...


  • Riyadh, Saudi Arabia Help AG Full time

    The Administrative Assistant will support and perform day-to-day administrative tasks and ensure our administrative activities run smoothly on a daily and long-term basis. The Admin Assistant should be committed to providing efficient, reliable support to other departments, and external parties; be trustworthy, thorough, and courteous with excellent time...


  • Riyadh, Saudi Arabia Event Full time

    **Job description**: - Handling administrative requests and queries from senior managers - Organizing and scheduling appointments with admin software - Planning meetings and taking detailed minutes - Answer and direct phone calls - Organize and schedule appointments - Plan meetings and take detailed minutes - Assist in the preparation of regularly scheduled...


  • Riyadh, Saudi Arabia Talent Pal Full time

    **Overview**: - Department**College of Business** - Division**College of Business** - Job Family**Administrative Support** - Reports to**Undergraduate Business Admin Programme Supervisor** - Location**Alfaisal University - Riyadh** **Job Summary**: Administrative Assistants are responsible for assisting the Undergraduate office in day-to-day task...


  • Riyadh, Saudi Arabia Talent Pal Full time

    **Overview**: - Department**College of Business** - Division**College of Business** - Job Family**Administrative Support** - Reports to**Undergraduate Business Admin Programme Supervisor** - Location**Alfaisal University - Riyadh** **Job Summary**: Administrative Assistants are responsible for assisting the Undergraduate office in day-to-day task...


  • Riyadh, Saudi Arabia CREALOGIX Full time

    We are looking for a Junior Administrative Assistant to join our international team. The position is available immediately and is based in our Riyadh office. **Your mission**: - Provide assistance to administration departments. **Job Details** - Job Location and residency: Riyadh, Saudi Arabia - Company Industry: IT - Full-time - Career Level: Starter -...


  • Riyadh, Saudi Arabia The Qode FZ LLC Full time

    We are looking for Female Arabic Administrative Assistant to join our growing team in Riyadh **Title**: Administrative Assistant **Reports to**: Senior HR and Administration Manager **Office**: Riyadh, KSA **KEY ATTRIBUTES | QUALIFICATIONS** - Must be a Saudi National - Previous working experience as a Receptionist/Personal Assistant/Executive...