Administrative Assistant - Temporary Job Opening (Tjo) At United Nations Environment Programme (Unep)

Details of the offer

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
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.


Source: Myjobmag_Co

Job Function:

Requirements

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