Date of closure: Wednesday, November 15, 2023 | Administrative Assistant Job Vacancy In Germany | UNEP
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Title of Post: G6 ADMINISTRATIVE ASSISTANT - Administrative Assistant Job Code:
- United Nations Environment Programme Department/Office
- Location of Duty: BONN
- Posting Date: October 17, 2023 – November 15, 2023
- 23-Administration-UNEP-216222-R-Bonn (X) is the job opening number.
- UN Core Values: Professionalism, Integrity, and Respect for Diversity
- Setting and Reporting in Organizations
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Accountabilities
A. Travel Performs the duties of an Umoja Travel Processing Officer (TPO), approving expense reports and reviewing and processing travel requests.
1. Gives staff and consultants guidance on the most cost-effective and direct routes for this kind of travel, as allowed by laws and regulations
2. Fulfills requests for prices and travel schedules for particular itineraries so that the Administrative Officer can create a budget.
3. Authorizes travel requests for employees, attendees at meetings, consultants, and specialists; verifies that all necessary paperwork is submitted; recommends that tickets be issued by the travel agency; addresses any inconsistencies or issues.
4. Makes plans for travelers’ requested modifications or cancellations, has their tickets reissued, and, if necessary, gets reimbursed. Examines the partially utilized tickets in the event of a reroute.
5. Determines the appropriate class of accommodation based on the nature of the trip and adjusts departure and arrival times as necessary.
6. Computes and authorizes the maximum amounts for self-tickets.
7. Calculates and ascertains the updated rates per diem in cases when the initial travel schedules differ.
8. Verifies that entitlements comply with staff rules by approving expense reports with self-ticket reimbursement and accompanying paperwork for validity, completeness, and accuracy before sending them to the travel unit. Sends disparities back to the Certifying and/or Administrative Officers for more information and potential correction
9. Prepares and examines invoices from travel agencies, uploading them to the payment system. reconciles the travel agent’s bookkeeping records
10. Examines requests for DSA rates on an as-needed basis as appropriate
11. Provides the Executive Office and Administrative Officer with recommendations for more economical and efficient routings with more complex itineraries, and helps them plan their travels to maximize the advantages that come with making reservations in advance.
12. Establishes a quarterly travel schedule and obtains from passengers all the data required for the Executive Office’s approval in compliance with applicable travel laws and regulations.
B. Purchasing
13. Works with the other administrative staff to handle requests for office supplies, furniture, equipment, and other services. This includes processing purchase orders, other forms that may be required, and follow-up orders. It also helps with the receipt and management of inventory of supplies, equipment, and furniture by comparing deliveries to purchase orders and handling payments for goods and services.
14. Assists the Administrative Officer in managing the Secretariat’s purchase requirements after the yearly procurement planning is finished. helps with the day-to-day management of contracts for outsourced services between the Secretariat and outside contractors, and makes sure that contracts are timely renewed before they expire.
15. Keeps track of non-expendable equipment inventories and helps UNEP prepare yearly inventory reports. C. Oversight and Management:
16. Offers general office support services;
17. Keeps reference files and records up to date;
18. Conducts research on various travel administration and procurement-related topics and helps with note-taking and report preparation;
19. Supports data collection, analysis, and presentation as well as report preparation for information sharing, query response, knowledge management, planning, and decision-making. helps with information material updates, including brochures and online pages, and visuals.
20. Carry out additional responsibilities as needed, such as covering for coworkers who are ill or on yearly leave and helping the Secretariat with general administrative tasks.
Proficiencies
Professionalism: the capacity to use one’s understanding of the numerous United Nations travel and procurement laws and regulations with assurance and efficiency in the workplace, as well as the ability to use sound judgment when completing assigned tasks; demonstrates professional competence and subject matter mastery; is conscientious and efficient in meeting commitments, adhering to deadlines, and achieving results; is driven by professional rather than personal concerns; perseveres in the face of challenging issues or challenges; maintains composure under pressure. a dedication to putting gender equality into practice by guaranteeing that men and women participate fully and equally in all facets of the workforce. having the capacity to analyze, model, and understand data to aid in decision-making.
TEAMWORK: Places team agenda before personal agenda; acts in accordance with final group decisions, even when they may not fully reflect one’s own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Collaborates with colleagues to achieve organizational goals. Seek input by genuinely valuing others’ ideas and expertise. COMMUNICATION: Listens intently, correctly understands what is being said, and responds appropriately; asks clarifying questions and shows interest in two-way communication; adapts language, tone, style, and format to the audience; shows openness in sharing information and keeping others informed.
Instruction
- A high school degree or its equivalent is necessary.
Specific Qualification for the Job
- It is preferable to have a technical or vocational certificate in the areas of office management, travel, procurement, or similar professions.
- It is preferable to have additional training in administration, travel, procurement, or a similar sector.
Experience at Work
- It is necessary to have at least seven (7) years of increasingly responsible experience in procurement and travel. Candidates with a first-level university degree in business administration and management are exempt from the minimum years of relevant experience requirement by two years.
- It is necessary to have prior experience with the travel and procurement systems and procedures of the United Nations or other comparable international organizations.
- It is preferable to have prior experience with the procurement and travel-related modules of enterprise resource planning (ERP) systems like SAP, UMOJA, or other comparable systems.
- It is preferred to have at least one (1) year of experience in data analytics or a similar field.
Spoken Words
- The Convention’s working languages are Spanish, French, and English. Since English is the Secretariat’s working language, fluency in it is necessary. Proficiency in either French or Spanish is preferred. German language proficiency is preferred. REMEMBER: “Knowledge of” corresponds to a rating of “confident” in two of the four areas (read, write, speak, and understand), and “fluency” equals a rating of “fluent” in all four areas.
Evaluation
- When evaluating competent individuals, a competency-based interview may come after an assessment exercise.
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