Senior Administrative Assistant, Paris, France
Organization: United Nations Environment Programme
Office: UNEP Paris
Closing date: Friday, 3 September 2021
Posting Title: SENIOR ADMINISTRATIVE ASSISTANT, G7
Job Code Title: SENIOR ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: PARIS
Posting Period: 05 August 2021 - 03 September 2021
Job Opening Number: 21-Administration-UNEP-160547-R-Paris (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
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.
The overall objective of the UNEP’s Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources,ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities (http://www.unenvironment.org).
This position is located at the Paris duty station. Under the direct supervision of the Administrative Officer, the incumbent will be responsible for the following duties: Responsibilities
HUMAN RESOURCES MANAGEMENT
In cooperation with UNEP Headquarters, ensure that benefits and entitlements are processed in a timely manner for all staff.
Advise on personnel policies.
Provide advice on applications of policies, rules and regulations.
Monitor and facilitate recruitment for whole of Economy Division and provide guidance as necessary in the use of Inspira.
Monitor leave and attendance system of staff in Paris.
Follow-up on the status of recruitment related actions with United Nations Office at Nairobi (UNON) and staff concerned.
Monitor deadlines of Human Resources management actions.
Provide advice and replies to general queries on classification processes.
Set up and maintain reference files .
Provide guidance to new staff members.
Deal with French Authorities on Protocol matters (entitlements according to status) for staff and consultants and advise staff accordingly.
Answer queries covering a range of personnel services, staff rules, administrative instructions and policies to staff.
Advise new staff and consultants on visa matters and pre-recruitment arrangements and ensure with UNON that all pre-recruitment formalities are completed.
Advise staff on separation formalities and follow-up in close cooperation with HR in Nairobi.
Liaise with HR Nairobi to have UNLPs established for new staff.
Administer and provide advice on social security entitlements.
Follow-up on the status of personnel administration related actions.
Monitor processing of administrative tasks such as appointment related actions (ie: extensions) and liaise with entities concerned for proper implementation.
Draft and process a variety of correspondence.
Answer queries covering a range of personnel services including personnel administration, administrative instructions and policies.
GENERAL ADMINISTRATION / CONTRACT ADMINISTRATION
Identify and resolve diverse issues/problems as they arise, and determine appropriate actions.
Coordinate extensively with service units and liaise frequently with internal team members.
Perform other related administrative duties, as required.
PROFESSIONALISM: Knowledge of human resources processes, rules and procedures in the UN or other international or public sector organization. Knowledge in dealing with HR issues and demonstrates excellent interpersonal skills. Ability to handle sensitive and confidential information with appropriate discretion. Ability to perform a broad range of human resources related functions. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.
CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients‘ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients‘ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients‘ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to clients.
Completion of high school diploma or equivalent is required. Additional training in administration, human resources management or related area is desirable.
A minimum of ten (10) years of experience in Human Resources management, administrative areas and/or related area is required.
Seven (7) years, of the ten (10) years, of experience in Human Resources is required.
Experience in the use of Enterprise Resource Planning (ERP) systems is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in French, including capability to redact protocol documents in French, 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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.
A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.
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 PHP, 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.
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 "Need Help?" link.
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.
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.
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.
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.
Link to the organization’s job offer: https://unjobs.org/vacancies/1628543776610