Administrative Assistant

VA 26/026/PC

24 Apr - 24 May

VACANCY ANNOUNCEMENT Administrative Assistant, G-5 Programmes Coordination Programme Administrative Team Deadline for application Announcement number Expected date for entry on duty Duration of appointment Duty Station 24 May 2026 23:59 hrs CET VA 26/026/PC December 2026 Two years with possibility of extension Bonn, Germany Publication date: 24 April 2026, Post number: 30511412 Funding: 62ZRB The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political process to address Climate Change. The UNFCCC secretariat supports the Convention, its Kyoto Protocol and the Paris Agreement through a range of activities, including substantive and organizational support to meetings of the Parties and the implementation of commitments. It is a dynamic organization working in a politically challenging environment to help resolve one of the defining environmental issues of our time. Where you will be working The position is located in the Programmes Coordination Department of the UNFCCC secretariat in Bonn, Germany. It is part of the Programme Administrative Team (PAT) , which is responsible for the provision of administrative services, support, and guidance to the department and its various divisions in relation to human resources, budget and financial management, and procurement. Your responsibilities You will report either to the Team Lead, P -4 of the Programme Administrative Team , or to the Programme Management and Administrative Officer , P-3 in the Programme Administrative Team in Programmes Coordination Department, and perform a wide range of administrative support functions that are provided by the PAT. 1. In the area of Human Resources Management, you will: a. Initiate, process, monitor, review, and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures; b. Review entitlements-related claims and reports; c. Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary; d. Maintain and review organizational staffing tables; print and review reports from the UNFCCC electronic Enterprise Resources System UMOJA. 2. In the area of Budget and Finance, you will: a. Monitor status of expenditures and allotments through UMOJA, creating pre -encumbrances, obligations and payments; record variations and update budget tables; b. Consolidate data received and provide support to higher -level staff with respect to budget reviews of relevant intergovernmental and expert bodies; review the status of relevant expenditures and compare with approved budget; c. Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; d. Assist in the preparation of budget performance submissions and donor contribution reports; e. Prepare and/or customize statistical tables and standard financial reports. 3. In the area of Contract Administration and Procurement, you will: a. Assist with day -to-day administration of consultancy services between the UNFCCC and external contractors for outsourced services; b. Audit consultant/contractors' invoices against the services provided by the contractor and approved by the respective division; c. Create obligations and process the payment of consultants’ and contractors' invoices and monitor payments; d. Prepare and process all UN forms and permissions for consultants/contractors working at the premises, including UN grounds passes, swipe-card access, and door keys; e. Support procurement processes for the division, including preparation of shopping carts and low-value purchase orders in Umoja, ensuring correct objects of expenditure, availability of funds, and compliance with UNFCCC financial and procurement policies; f. Monitor vendor contracts and service agreements, tracking delivery against agreed terms and flagging discrepancies or delays to the relevant supervisor for timely resolution; g. Review and process payments to vendors for goods and services, verifying that all documentation packages , including invoices, delivery confirmations, and approvals , are complete and in order before certification; h. Maintain accurate and up -to-date records of all contracts, purchase orders, and payment transactions; i. Monitor and follow up on unliquidated obligations, ensuring timely closure of purchase orders and contracts upon completion of services or delivery of goods. 4. In the area of General Administration, you will: a. Prepare, process and follow up on administrative arrangements and forms related to the official travel of staff; liaise with other UN agencies for travel and replacement of staff serving UNFCCC sessions/meetings; b. Draft routine correspondence; c. Maintain files of rules, regulations, administrative instructions, and other related documentation; d. Maintain up-to-date work unit files; e. Coordinate extensively with service units and liaise frequently with internal team members; f. Perform other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors for goods and 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; g. Contribute to application/review/enhancement of division management, policies, and administrative procedures in the department, which includes researching official UN documents and rules and compiling information from various sources. 5. You will also perform any job-related activity required to meet the overall goals and objectives of the team, division, as well as those of secretariat-wide mandates.

Applying Professional Expertise: Demonstrates expertise of subject matter and the transferable skills required for the function; Shows the capacity to apply knowledge to deliver results based on acquired background and experience; Seeks opportunities to apply own technical skills across related disciplines, Keeps abreast of new developments and technologies in the field of expertise, Actively seeks to expand the existing level of job knowledge and expertise. Being Responsive to Clients and Partners: Fosters a good rapport and seeks regular feedback from internal and external clients and partners; Regularly consults with clients understand and respond to changes they encounter; Takes action to resolve conflicts with individuals and groups within and outside the organization to achieve win-win solutions; Works across organizational boundaries and overcomes obstacles to enhance cooperation, Establishes networks and leverages partnerships to achieve results. Working with Teams: Builds relationships of trust and exchange with colleagues; Works collaboratively with colleagues to achieve results and respects the needs of the team; Recognizes opportunities to enhance team effectiveness and results by tapping into diverse backgrounds, skills and experience; Supports and acts in accordance with team decisions, even when such decisions differ from own position; Encourages the participation of all members of the team regardless of their cultural background, nationality, gender or sexual orientation; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Your qualifications Educational Background Required: Completed High school/secondary education. Formal secretarial or other related training an asset.

Required: Fluency in English (both oral and written). Advantage: Working knowledge of another official United Nations language. Specific professional knowledge and job-related skills Other: Excellent coordination and communication skills with keen attention to detail. Ability to work within teams. Strong planning and organizational skills. Capacity to establish and maintain good working relationships with internal and external clients. Advantage: Experience with data analytics and training on BI tools (e.g., Power BI, Qlik) is an asset. What is the selection process Evaluation of qualified candidates may include an assessment exercise, which may be followed by an interview. The above-listed set of competencies will be applied for this particular post. How to apply Candidates whose qualifications and experience match what we are looking for should use the online application system available at http://unfccc.int/secretariat/employment/recruitment Please note 1. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. It is open to citizens of the European Union (EU) member states or holders of residence and a valid permit to reside and work in Germany, without re strictions, is required. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. All travel costs related to the interview and relocation incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant. 2. We will confirm receipt of your application. However, only candidates under serious consideration and contacted for an interview will receive notice of the final outcome of the selection process. 3. Indicative net annual salary: Euro 53,465 plus other UN benefits as indicated in the link below: https://unfccc.int/secretariat/employment/conditions-of-employment.html UNFCCC is committed to diversity and inclusion within its workforce, and encourages candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply. . .

university degree

Required: At least five (5) years of relevant working experience or three (3) years with a first -level university degree in administrative services, finance, accounting, audit, human resources or related area.