Result of ServiceTo ensure the seamless execution of the Cool Coalition’s projects and activities by providing robust administrative, financial, and operational support. This includes maintaining compliance with UNEP guidelines, optimizing project tracking and reporting tools, managing human resources and procurement processes, and ensuring efficient coordination among cross-functional teams. The Individual Contractor’s efforts will contribute to enhanced efficiency, improved resource management, and the timely delivery of program objectives aligned with UNEP’s mission Work LocationParis Expected duration12 Duties and ResponsibilitiesAdministrative Coordination · Operational Project Tracking: Develop and maintain project tracking tools to align Cool Coalition activities with UNEP deadlines. Support managers in tracking deliverables from partners and consultants, and assist with contract extensions, amendments, and close-out processes to ensure continuity. · Documentation and Compliance: Assist the Programme Officer in drafting administrative documents, ensuring compliance with UNEP policies. Manage proper filing, archiving, and digital organization using SharePoint. Prepare standard operating procedures for various administrative tasks such as ToRs, SSFAs, IPMRs etc. · Team and Resource Coordination: Coordinate timelines for cross-functional teams, ensuring members are informed of schedules and deliverables. Organize check-ins to monitor progress and resolve administrative issues. Human Resources Management · Support the initiation, processing, review, and follow-up of human resource activities, including fixed-term positions and consultancy contracts. Assist in preparing Terms of Reference (ToRs), internal memos, contract extensions, and close-out processes. Provide support for candidate screening and recruitment paperwork to ensure smooth HR operations. · Maintain and update organizational staffing tables and recruitment tracking tools to ensure accurate and up-to-date records of personnel and recruitment activities. · Engage with suppliers and vendors for project-related goods and services, collecting quotes, verifying compliance with UNEP procurement standards, and ensuring quality assurance. Coordinate with procurement unit to manage vendor relationships and resolve issues promptly. · Assist with reviewing contracts and agreements for compliance with procurement regulations, ensuring accurate documentation and record-keeping. Budget and Finance · Track expenditures, update budget tables, and ensure alignment with approved budgets by identifying and resolving discrepancies. · Review requisitions to confirm correct expenditure codes, availability of funds, and compliance with financial policies. · Maintain accurate financial records, verify allocations, and provide regular updates to leadership for informed decision-making. · Assist in forecasting financial needs and offer insights for efficient budget planning and resource utilization. Project Monitoring and reporting · Regularly update the IPMR tool with accurate project timelines, milestones, budgets, and deliverables to ensure real-time alignment with program objectives. · Implement a structured process for collecting project data, ensuring accuracy, completeness, and adherence to IPMR standards across all submissions. · Engage with the Admin and IPMR teams to perform data validation, ensuring integrity and consistency through collaborative reviews. · Identify and resolve data discrepancies efficiently to maintain compliance with IPMR reporting frameworks and meet submission deadlines. General Administration · Support the execution of workshops, meetings, and conferences by providing administrative, logistical, and technical support. · Coordinate with catering services, IT teams, and security personnel to ensure all event needs are met · Manage virtual meeting platforms like Microsoft Teams, overseeing presentation displays, recordings, and participant surveys. Prepare, process, and track administrative documentation for event-related logistics. · Organize regular check-ins with teams to review project progress and address outstanding administrative actions, ensuring alignment with operational priorities and timelines. · Perform additional administrative duties as needed, ensuring alignment with program objectives and supporting smooth operational workflows. · Develop and maintain an administrative support framework to ensure all operational duties are aligned with program priorities. This includes managing compliance documentation, streamlining processes for approvals and records management, and fostering collaboration between administrative and program teams to enhance efficiency. Qualifications/special skillsBachelor’s degree. Accreditation in Administration ,Project Management or Human Resources is an asset Minimum of 3 years of professional experience in administrative and Programme management Experience in project documents preparation, coordination and reporting for development projects funded by international donor agencies is highly preferred. Knowledge of the UN system and Human Resources rules and regulations is an asset Experience working with international organizations and/or government counterparts is an asset. Experience in environment, energy and climate change is an asset LanguagesNot available. Additional InformationNot available. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.