Administrative Assistant – Temporary Job UNEP

Responsibilities

Tangible And Intangible Property Management:

• Acts as property management focal point for the Division. Maintains up-to-date records of all serialized and relevant non-serialized equipment.
• Issues gate passes for all equipment that is removed from the UN compound.
• Maintains a record of all custodians and equipment hand-over notes.
• Liaises frequently with the Property Management Unit and other internal stakeholders.
• Coordinates the physical verification for the Division equipment.
• Maintains up-to-date records of all intangible property, e.g., licenses, subscriptions, and performs related tasks.
• Liaises frequently with the Facilities Management Unit for maintenance and repairs required in the Division.

Requisitioning And Contract Management:

• Acts as requisitioner for the full range of activities relating to the acquisition of goods and services in the Division, such as raising shopping carts and/or low value acquisition purchase orders, raising service entry sheets, reviewing goods received records and requesting payments of invoices. • Coordinates and follows up with all involved stakeholder, internal and external, to ensure timely and efficient completion of acquisition of goods and services.
• Reviews invoices received against issued purchase orders to ensure correct recording of expenses and payments.
• Assists with the preparation of the annual Division acquisition plan.
• Manages the Operations unit contracts, monitors performance against established Key Performance Indicators.
• Engages with the end users and takes early action prior to the expiry of the contract or the contract ceiling amount.

General Administration

• Drafts routine correspondence. 
• Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains and updates the folder structure of the Division, in Teams and SharePoint.
• Coordinates extensively with service units and liaises frequently with internal team members.
• Acts as fire and/or security warden for the Division.
• 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 administrative arrangements for seminars, conferences and translations.
• 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.

Education

• A high school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years of progressively responsible experience in administration, procurement, property management, finance, human resources, or related area, is required.
• The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
• Experience with handling large volumes of data, and complex formulas, formatting and pivot tables in Microsoft Excel or equivalent applications is required.
• Experience with the requisitioning of goods and services, or with managing of property, for United Nations system organizations or similar international organizations is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

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