Special Notice
Appointment against this post is on a local basis. Appointment against this position is for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
If you do not receive an e-mail acknowledgement within 24 hours of submission, your pplication may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
Organizational Setting and Reporting
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. This post is located in UNEP, Executive Office (EO) at the Nairobi duty station.
Under the direct supervision of the Special Assistant to the Deputy Executive Director and overall guidance of the Coordinator, the incumbent will perform the following duties
Responsibilities
- Ensure efficient information flow within the immediate office of the Deputy Executive Director and within the Executive Office
- Attend to, and screen incoming calls and/or re-route them to the relevant offices and officers with a clear notice of confidentiality and discretion;
- Screen incoming mail for the Deputy Executive Director, distinguishing any confidential matters and forward routine correspondence to Administrative Assistant responsible for logging and appropriate follow-up;
- Follow-up on actions to be taken indicated in the Correspondence Tracking System (CTS) on a weekly basis in liaison with the Special Assistant to the Deputy Executive Director;
- Assist in drafting correspondence, as required, for the signature of the Deputy Executive Director;
- Assist with responding to requests on documents from the Deputy Executive Director’s office;
- Finalize urgent draft letters requiring the Deputy Executive Director’s signature.
- Provide administrative support to the Executive Office in coordination with the Coordinator:
- Undertake all logistical travel planning for Executive Office including the Special Assistants (if accompanying) on official missions and other staff;
- Liaise with Travel Agents, providing options for Executive Office staff travel and related costings;
- Make hotel reservations, airport transfers, security clearances; Inform all relevant parties of the Executive Director’s and Deputy Executive Director’s travel plans in accordance with standard operating procedures.
- Receive high-ranking officials attending meetings with the Deputy Executive Director.
- Provide full back-up support to the Personal Assistant and to the Deputy Executive Director as, and when required.
- Perform other relevant duties as ssigned.
Competencies
- Professionalism: Knowledge of general office and administrative support including but not limited to administrative policies, processes and procedures related to budget, finance, procurement, legal agreements and human resources. Shows pride in work and in achievements; 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.
- Teamwork: Works collaborative with colleagues to achieve organizational goals; is willing to learn from others; places team agenda before personal agenda; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- 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 audience; Demonstrates openness in sharing information and keeping people informed.
Education
- Completion of secondary education is required. Supplementary training in secretarial, administration or project management, or other related area, is required.
- MUST have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.
Work Experience
- A minimum of five (5) years of progressively responsible working experience in secretarial and text processing work, or related area, is required.
- Working knowledge of enterprise resource planning (ERP) is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For this post, fluency in written and oral English is required.
- Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law.
Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.
Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira.
Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.
Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE 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.
More Information
- Job City Nairobi
