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. Our 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. Our work includes assessing global, regional and national environmental conditions and trends; developing international and national environmental instruments; and strengthening institutions for the wise management of the environment. This position is located at the Brasilia Country Office.
Under the overall guidance of the UNEP Brazil CO Representative and direct supervision of the Administrative Officer, the incumbent will be responsible for providing support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative and Financial Analyst promotes a client, quality and results-oriented approach, ensuring consistency with UNEP rules and regulations.
The Administrative and Financial Assistant will provide support on overall administrative and project routines and processes as follows:
Implementation of operational strategies:
- Support to operations and logistical services;
- Support of procurement processes;
- Support to office maintenance and assets management;
- Support to knowledge building and knowledge sharing.
Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of operations activities with UNEP rules, regulations, policies and strategies;
- Provision of inputs to the CO operations business processes mapping and implementation of the internal standard operating procedures.
Ensures effective operations and logistical support, focusing on achievement of the following results:
- Administrative support to conferences, workshops, retreats;
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
- Maintenance of the filing system ensuring safekeeping of confidential materials;
- Extraction of data from various sources;
- Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
- Assistance in the preparation of budget, provision of information for audit.
Supports procurement processes for the Country Office focusing on achievement of the following results:
- Support to organization of procurement processes for the Office including preparation of documents, receipt of quotations, bids or proposals, their preliminary evaluation;
- Preparation of SCs, POs.and contracts, preparation of Recurring Purchase orders for contracting of services, vendor creation;
- Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Maintenance of records on assets management, preparation of reports;
- Maintenance of files and records relevant to office maintenance;
- Provision of support to maintenance of common premises and common services.
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on administration;
- Sound contributions to knowledge networks and communities of practice.
Perform other related duties as assigned.
EXPECTED RESULT OF SERVICES
All services to be performed under this Term of Reference will have a direct impact on the development and implementation of the UNEP Brazil Office. The contract will be governed by United Nations Environment Programme rules and procedures.
Corporate Competencies:
- Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of UN Environment
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Treats all people fairly without favoritism
Functional Competencies:
- Professionalism: 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
- Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed
- 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 and Organizing: Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner. Demonstrated ability to coordinate tasks to meet deadlines.
Education:
- An advanced university degree in Business and Administration, International Relations, Accounting or related field is required;
- A first-level university degree in combination with 5 (five) additional years of experience may be accepted in lieu of an advanced degree.
Required Work Experience:
- A minimum of 4 (four) years of relevant experience in administration or programme support service is required.
Desirable Work Experience:
- Previous work experience within the UN System;
- Knowledge of UNEP rules and procedures;
- Knowledge of Umoja SAP.
Language:
- Fluency, oral and written, in English and Portuguese.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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Contract Duration: 6 months (renewable)