Administrative Associate

Details

Mission and objectives

Since its inception in 1972, the United Nations Environment Programme (UNEP) has been the global authority that sets the 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. UNEP’s mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. Headquartered in Nairobi, Kenya, UNEP works through its divisions as well as regional, liaison and out-posted offices and a growing network of collaborating centres of excellence.

Context

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. UNEP’s Policy and Programme Division consolidates the policy, programme, quality assurance, monitoring, gender, and social safeguards functions of UNEP as well as its engagement with the United Nations system and key global processes such as the 2030 Agenda for Sustainable Development

Task description

Under the direct supervision of Head of – Programme Coherence/Assurance Unit the UN Volunteer will undertake the following tasks: · Monitors and analyses project review processes and schedules related to the unit’s outputs; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant administrative requirements. · Supports analysis and tracking of project submissions to PRC and CAG Secretariat. · Performs data entry and extraction functions on IPMR, Microsoft excel, and other systems as required. Generates a variety of standard statistical reports, etc., using various databases. · Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit. · Supports a wide range of administrative roles such as recruitment, procurement, contract administration, travel, and consultant payments as per UN administrative and financial rules, regulations, and guidelines. · Provides secretarial and administrative support to Project Review Committee (PRC) and Concept Approval Group (CAG) processes. · Monitors the UNEP-PRC and CAG emails to ensure PCAU actions on requests within set timelines. · Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of communication documents, memos, and reports. · Provides supports to project teams on creation of projects in IPMR. · Reviews and approves submitted project structures in SMA. · Maintains files (electronic) and databases for work unit. · Tracks email communications. · Performs other duties as assigned. Results/Expected Outputs · Accurately and efficiently monitors project submission and schedules and PRC-related requests. · Effectively delivers a wide range of administrative and office support functions as per UN administrative rules, regulations, and guidelines. · Accurately and in a timely manner, produces a range of documents, statistical summaries, statistics, and other outputs. · Appropriately updates and monitors files and data maintained for periodic reporting. · Provides guidance to project teams and project structures approved in SMA · Adequately demonstrates ability to learn and apply UN administrative rules, regulations, and policies.