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Administrative Assistant

2 weeks 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