ADMINISTRATIVE ASSISTANT

The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats.

Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat.

The CMS Secretariat also provides the Secretariat for the Agreement on the Conservation of Small Cetaceans of the Baltic, North East Atlantic, Irish and North Seas (ASCOBANS).

In addition, two regional agreements on migratory species adopted under CMS have their own Secretariats which are co-located with the CMS Secretariat in Bonn - the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS).

The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level.

Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.

In the present context, UNEP provides the administrative functions for the CMS, AEWA, ASCOBANS and EUROBATS Secretariats.

The post is located in the CMS Secretariat at the Bonn duty station in Germany.

Under the general supervision of the Executive Secretary of CMS and the direct supervision of the Administrative Officer of the Administration and Fund Management Unit of the Secretariat, the incumbent will be responsible for the following duties:

Key Responsibilities

• Human Resources Management
• Administer the full employee lifecycle, including recruitment, consultant hiring, onboarding, promotions, relocations, performance management, job classification, separation, and training.
• Advise staff on UN Staff Rules and Regulations, HR policies, administrative procedures, and entitlements.
• Manage recruitment processes, including vacancy tracking and personnel actions in

Umoja .

• Monitor staffing tables and prepare HR statistics and reports.
• Administer internship and UN Volunteer programmes.
• Coordinate and monitor compliance with mandatory training requirements.
• Budget and Finance
• Support the preparation and review of financial and human resource budgets.
• Monitor expenditures against approved budgets and prepare budget adjustments.
• Assist managers in developing budget submissions and resource requirements.
• Generate and customize financial reports from Umoja.
• Coordinate with finance and budget colleagues during budget preparation.
• General Administration
• Draft administrative correspondence related to HR, finance, audit, and personnel matters.
• Coordinate with internal service units, Headquarters, and the Host Government.
• Support operational travel, vendor and contractor payments, office space planning, IT and office equipment management, and the organization of meetings, seminars, conferences, and translations.
• Guide and train junior General Service staff, as required.
• Contract Administration
• Administer contracts for consultants and individual contractors.
• Review and verify contractor invoices before processing payments.

Prepare and process administrative authorizations, including UN grounds passes, property passes, parking permits, access cards, and office keys.

• Data and Reporting
• Collect, analyse, and report administrative and HR data to support planning, decision-making, knowledge management, and information sharing.
• Develop data visualizations and update information materials, including web pages and brochures.

Experience

• A minimum of

7 years of progressively responsible experience in human resources, finance, administrative services, or a related field is required.

• The minimum experience requirement is reduced to

5 years for candidates who possess a first-level university degree or higher .

• Experience providing guidance to clients on the interpretation and application of personnel rules and regulations, human resources policies, and guidelines ( minimum 2 years ) is desirable.
• Experience drafting internal workflows or guidelines is desirable.
• Experience working with the

United Nations or a similar international organization is desirable.

• Experience using an
• Enterprise Resource Planning (ERP) system, such as

Umoja or a similar platform, is desirable.

One year or more of experience in data analytics or a related area is desirable.

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