Under the supervision of the Head of UNITAR Bonn Office for all activities relating to acting as Administrative Assistant to the UNITAR Bonn Office and under the supervision of the Senior Manager, for all activities related to the SCYCLE project, the incumbent shall provide operations guidance and coordination to SCYCLE and UNITAR Bonn Office, to ensure consistent application of appropriate policies, guidelines and procedures; and effective and timely liaison and interaction with colleagues and concerned parties internally and externally, resulting in accurate and effective operations at programme and office level, to be achieved through the following tasks and duties: 

• Ensure compliance with financial internal controls, and ensure that transactions are processed, and assets managed in accordance with UNITAR Financial Rules and Regulations;
• Provide operations guidance to the staff at UNITAR Bonn office and SCYCLE project, to enable their decision-making;
• Coordination with Division for Operations in managing the UNITAR Bonn office and with Division for Planet as regards SCYCLE related operations;
• Accurate recording and monitoring of submissions and provide relevant information to Division heads and supervisor;
• Effective communication and collaboration a) internally with team members and administrative focal points, and b) externally with funders and project partners on operations related tasks;
• Serve as focal point for administrative coordination of programme/project implementation activities and to initiate requests; obtain necessary clearances; initiate, process and follow-up on administrative actions, such as the recruitment and appointment of personnel, travel arrangements, authorization of payments, disbursement of funds, procurement of equipment and services;
• Ensure necessary approval and entry in digital systems (including ATLAS and PTT);
• Facilitate the meetings and act as an administrative and logistics focal point for the workshop, training incl. the various E-waste Academies; (e.g., accommodation, transportation, catering, etc.);
• Prepares Biennium budgets and assists with the preparation of financial statements;
• Assist in fundraising, including project proposal development, contracting and maintaining a dialogue with potential donors and other work related to fund-raising;
• Represent UNITAR as alternate member in the CCOM Meetings among the UN agencies in Bonn;
• Provide guidance to new Staff, ICs, Consultants and trainees on general office processes and procedures and assist with the on-boarding in Bonn;
• Provide training and assistance to partners in the accounting procedures and policies where and when needed;
• Act as Admin, HR and Finance focal point for the UNITAR office in Bonn.

The Incumbent’s work implies frequent Interaction with the following which may, at times, require more than routine exchanges in order to clarify administrative procedures: 

• Staff in related programmes, units, sections and offices of the Institute;
• External parties working with SCYCLE programme and UNITAR Bonn as such, such as Donors, External Consultants, Suppliers, Travel Agencies both in the provision of routine information as necessary but equally in performing more complex tasks such as clarifying UNITAR procedures with parties;
• Internally liaising with UNITAR’s Division of Operations in facilitating day to day running of UNITAR Bonn office and the SCYCLE project;
• Externally liaising with e.g. Common Service Unit of UN Bonn, the Liaison Office of the Foreign Office of Germany and the City of Bonn in facilitating day to day running of UNITAR Bonn office and the SCYCLE project.

The work of the incumbent will lead to the smooth running of the project‘s and UNITAR Bonn Office operations functions which are carried out in coordination with other UNITAR Divisions, but especially UNITAR’s operations team. The effect of the incumbent’s work will be on all aspects of support services provided by the SCYCLE project and UNITAR Bonn, impacting on a broad range of clients and the productivity and timely and accurate delivery of activities and operations. These functions cover the following: 

• Playing a lead role in the provision of administrative, financial, human-resources related tasks, which the incumbent performs rather independently vis à vis the above listed UNITAR internal and external contacts, he/she is also frequently dealing with. This includes UNITAR Operations as such including Budget & Finance, Human Resources and Communications, but also Legal Affairs, the Executive Director’s Office supervising UNITAR Bonn and finally all divisional Programmes operating from Bonn;
• Provision of reliable administrative coordination of the SCYCLE project and the UNITAR Bonn office, activity preparations, and general office coordination, representing an essential and influential contribution to the Project’s and office operations;
• Processing of work and requisite follow-up accomplished with minimal supervision, identifying administrative needs and initiating administrative actions where needed, seeking advice from and/or reporting to supervisor where required; 
• Consistent evaluation and application of administrative policies, guidelines and procedures;
• Provision of guidance to team members within SCYCLE and UNITAR Bonn on relevant admin and finance procedures;
• Strong communication links established and maintained with other Administration Focal Points UNITAR internally and at the UN Campus in Bonn.
• Ability to perform work of confidential nature and handle a large volume of work pertains to the UNITAR Bonn office and SCYCLE programme.

• 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
• 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
• Technology Awareness:  Keeps abreast of available technology; Understands applicability and limitations of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology
• 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

Education: Completion of secondary school education. Supplemental courses/training in finance or other relevant field is an advantage.

Experience: Minimum of seven years of progressively responsible professional experience at national and international level in programme/project operations and administration, technical cooperation, or equivalent. Demonstrated knowledge of Enterprise Resource Planning (ERP) systems, including ATLAS is desirable.

Languages: Fluency in English is required; Basic German skills are an asset.