IPBES is looking for an Administrative Assistant (G5). Applications are open until 1 January 2020. 5 years of work experience in administration, finance, accounting, audit, HR or a related area is required.
Org. 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. Established in April 2012, the Intergovernmental Platform on Biodiversity and Ecosystem Services (IPBES) has a membership of over 130 Governments (see www.ipbes.net) and seeks to respond to the needs of governments and other stakeholders to strengthen the science-policy interface on biodiversity and ecosystem services.
This post is located at the IPBES secretariat, provided by UNEP, at the Bonn duty station. Under the direct supervision of the Head of Operations, IPBES, the incumbent will be responsible for the following functions:
Responsibilities
Procurement Administration
- Provides logistical and administrative support to the IPBES Secretariat in the acquisition and procurement of a wide variety of goods and services.
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
- Monitors the status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment, verifies receipt and inspection of deliverables and accurately reports, as and if required.
- Prepares tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
- Prepares abstracts of offers and compiles data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of the Head of Operations.
- Finalizes purchase orders and contracts for approval by the Head of Operations.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtains specifications for new products and equipment on the market.
Travel Administration
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff and meeting participants
- Initiates travel requests in Umoja in line with UN regulations and rules.
- Liaises in a timely and professional manner with meeting participants and other concerned parties.
- Contacts airlines or travel agency and requests issuance of tickets.
- Initiates requests for visas.
- Reviews and clears travel expense reports and supporting documentation for completeness, accuracy, reasonableness, validity, and conformity with UN Rules.
General Administration
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation.
- Performs other related administrative duties, as required, e.g. monitoring accounts and payment to vendors and individual contractors for services; physical space planning;
- Acts as the focal point in identifying office needs such as office supplies, stationery and other general requirements and coordinates the maintenance of furniture and equipment.
- Provides support in organizing and coordinating administrative arrangements for seminars, conferences and translations.
Competencies
- Professionalism: Ability to perform a broad range of administrative functions, e.g. procurement and travel, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Planning & 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.
Education
High school diploma or equivalent is required. Supplementary courses/additional training in office administration, travel, procurement or other related field is desirable.
Work Experience
A minimum of five years’ experience in administration, finance, procurement or related area is required.
Experience with different aspects of the Enterprise Resource Planning (ERP) system and Business Intelligence (BI) reports is desirable.
Experience with the requisitioning, procurement and payment process, travel management is an asset.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Source: IPBES – Intergovernmental Platform on Biodiversity and Ecosystem Services, 6 December 2019