Administrative Assistant Job at UNEP – UN Jobs

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General

• Description of assignment title: Administrative Assistant
• Assignment Country: Kenya
• Expected start date: 19/02/2024
• Volunteer category: National UN Volunteer Specialist
• Host entity: UNEP
• Type: Onsite
• Duration: 6 months
• Duty stations: Nairobi

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Mission and objectives

Since its inception in 1972, the United Nations Environment Programme (UNEP) has been the global authority that sets the 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. UNEP’s mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. Headquartered in Nairobi, Kenya, UNEP works through its divisions as well as regional, liaison and out-posted offices and a growing network of collaborating centres of excellence.

Context

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 position is in UNEP’s Industry & Economy Division, Energy and Climate Branch, Climate Change Mitigation Unit.

Task description

This post is in UNEP’s Industry & Economy Division, Energy and Climate Branch, Global Environment Facility (GEF), Climate Change Mitigation Unit at the Nairobi duty station. Under the direct supervision of the UNEP Programme Management Assistant: the UNV HR & Evaluation Assistant will be responsible for the following duties:

Human Resources

• Assists in the end-to-end recruitment and selection of the unit’s staff, consultants and personnel. · Assists in the maintenance of the unit’s job openings and tracking their status.
• Assists in reviewing and processing requests for the classification of positions in the unit.
• Assists in maintaining HR-related tracking files containing HR-related statistics.
• Assists with the day-to-day administration of consultant contracts for outsourced services including monitoring accounts and payment to consultants for services.
• Provides support services to other HR-related processes including obtaining signature/approval of a variety of HR processes, correspondence, and other communications.
• Supports in the check-in-related activities of new colleague’s personnel in the unit.

Administration.

• Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations of services, processing gate passes, yearly asset verifications and insurance, contracts, payment confirmations etc.)
• Coordinates the preparation and approval of the unit’s quarterly travel plan and prepares travel arrangements for consultants and meeting participants.
• Requisitions office supplies, assets and electronic equipment on a need basis.
• Coordinates the unit’s I.T related requests and correspondence within the unit and at the corporate level.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the unit.
• Respond to inquiries in respect to relevant administrative and personnel matters.

Evaluation:

• Prepares and/or reviews project terms of references for mid-term and terminal reviews using evaluation standard templates and the reports are compliant to the set evaluation frameworks in quality and standard.
• Liaises with portfolio task managers in the identification, recruitment and management of project review consultants.
• Coordinates project related processes for mid-term and terminal reviews with internal and external teams.
• Drafts programme/project summaries, articles, and co-ordinates review and clearance of reports.
• Share insights/recommendations for the evaluation exercise.
• Perform other related duties as assigned.

Results/Expected outputs:

• As an active UNEP team member, efficient, timely, responsive, client-friendly, and high-quality support rendered to UNEP and its beneficiaries in the accomplishment of her/his functions.
• Demonstrates effective and independent handling of the human resource, administrative, and office support requirements of the unit.
• Demonstrates understanding of the context of issues in assigned area and increases independence in the processing of work and follow-up actions. Discretely handles highly confidential and sensitive matters.
• Demonstrates initiative in the identification and resolution of issues/problems.
• Under general guidance, organizes and puts together accurate reports, records, and/or data. Consistently applies appropriate policies, rules, guidelines, procedures, and practices.
• Provides timely tracking and monitoring of processes, and deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc.
• Effectively functions as a key communications link and liaison with a broad range of internal and external contacts.

Required experience

• 3 years of experience in Project/Programme Administration or HR administration and coordination is required.
• Experience in project/programme management is required.
• Experience in project/programme reviews, assessments or evaluations is desirable
• Experience working in the UN or other international development organization is desirable.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills; · Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners.
• Ability to work effectively in a multicultural team of international and national personnel · Computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet;
• Self-motivated, ability to work with tight deadlines · Sound security awareness;
• Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN System. Area(s) of expertise Administration, Human resources, Programme Management , Monitoring & Evaluation

Area(s) of expertise: Administration, Development programmes, Human resources

Languages: English, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in Administration, Human resources, Programme Management , Monitoring & Evaluation

Competencies and values

• Professionalism
• Teamwork · Planning and organizing
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNEP’s mission and vision, as well as to the UN Core Values.

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