Posting Title: ADMINISTRATIVE ASSISTANT, G-7
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 9 October 2017-7 November 2017
Job Opening number: 17-ADM-UNEP-85553-R-NAIROBI (X)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This post is funded for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, 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 application may not have been received. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
Organizational Setting and Reporting
The United Nations Environment Programme (UN Environment) 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 position is located in UN Environment, Executive Office in Nairobi.
Under the direct supervision of the Chief of Staff in the Executive Office, the incumbent will perform the following duties
Responsibilities
1.General Administration:
- Provide administrative, management and secretarial support of the highest quality to Chief of Staff and ensure the effective and smooth flow of work in the Executive Office and the rest of the Organization, as well as with out-posted offices, permanent missions, offices of the host government and other offices of the United Nations.
- As the personal assistant to the Chief of Staff, the incumbent has a broad range of responsibilities and works closely as a member of the team working directly with the Executive Director and the Deputy Executive Director, and the Executive Assistant to the Executive Director.
- Ensure administrative requirements with respect to the Chief of Staff’s travel by ensuring tickets are issued on time, and Daily Subsistence Allowance (DSA) is paid in advance of travel and all relevant documentation is valid and all follow-up travel procedures are completed.
- Ensure that all briefing files are prepared before departure collating and researching of working/background material for the Chief of Staff.
- Analyse and maintain overview of the work of the Chief of Staff’s office to ensure that timely administrative support is provided.
- Maintain a database of important contacts; maintains confidential/sensitive information and takes appropriate action accordingly.
- Acknowledge all incoming invitations to the Chief of Staff and re-directs them to relevant staff as appropriate.
- Use various UN systems for administrative procedures. Upload information and decisions in the online systems and signs off electronically.
- Provide essential information to the Chief of Staff in the area of office management and support the Executive Director in the organization and convening of Senior Management Team meetings and meetings with Government representatives and other dignitaries.
- Screen telephone calls/enquiries with tact and discretion and directs calls to officials under whose competence a particular enquiry falls upon.
- Make all internal and international calls for Chief of Staff and arrange for video and tele-conferencing as required.
- Act as Leave Monitor compiling leave plans for the Office. Applies for and records leave on behalf of the Chief of Staff and approves/certify leave applications for staff reporting to the Chief of staff.
- Assist the Chief of staff in processing of personal entitlements such as Home Leave, Education Grant, etc. and provide general assistance on any other matter as requested by the Executive Director.
- May also supervise, directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services as they affect the work of the Chief of Staff and the entire office Focal point in the Executive office for legal instruments in the Executive office ensuring that all agreements with donor partners and organization are filed in s systematic way.
- Assist with cases referred.to the Executive office by the Office of internal Oversight Services and ensuring that the same in handled in a confidential manner and that all documents are filed accordingly for future reference.
- Ensure timely submission of data and inputs requested by the Executive Office. Respond appropriately to external and internal queries sometimes of a sensitive and political nature. Maintain confidentiality.
- Human Resource Management:
- Coordinate various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Liaise with central administration/executive services as required. Coordinate various actions related to the administration of the unit’s human resource activities.
- Liaise with central administration/executive services as required; oversee the maintenance of vacancy announcement files and track of status of vacancy announcements.
- Advise staff on visa matters.
- Provide advice and answer general queries on classification procedures and processes.
- Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Budget and Finance:
- Assist in monitoring budget/work programme with respect to various budgets, collects data from relevant databases and prepares customized financial reports.
- Provide assistance in the review, and preparation of the medium-term plan and its revisions.
- Review, analyse and assist in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
- Review requisitions for goods and services to ensure correct objects of expenditure have been charged, and that funds are available.
- Perform other relevant duties as assigned.
Competencies
- Professionalism: Demonstrates an understanding of the project cycle for global environmental funds (GEF) as well as minimum standards for project submissions. Ability to perform a broad range of administrative functions including budget, certification work, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
- 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.
- 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
- High school diploma or equivalent is required. Supplemental training in administration, project/programme administration, human resources or related field 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 ten (10) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
- Working knowledge in Enterprise Resource Planning (ERP) system is required.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For the post advertised, fluency in written and oral English is required.
- Knowledge of another UN official language is an advantage
Assessment
Evaluation of qualified candidates may include an assessment exercise which may 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
