Administrative Assistant Job at UNEP – UN Jobs

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• Job Opening ID: 236192
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-5
• Duty Station : NAIROBI
• Department/Office : United Nations Environment Programme
• Date Posted : Jun 14, 2024
• Deadline : Jul 13, 2024

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Org. 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.

The overall objective of UNEP’s Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities.

The position is located in the Economy Division, Chemicals and Health Branch, Sustainable Mobility Unit (http://www.unep.org/transport/) at the UNEP Headquarters in Nairobi, Kenya. The incumbent will assist with the implementation of the global electric mobility project. Under the overall supervision of the Head of the Sustainable Mobility Unit, and the direct supervision of the Associate Administrative Officer, the incumbent will be responsible for the following duties:

Responsibilities

1. Human Resources Management

• Initiates, processes, monitors, reviews and follows-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 ensuring consistency in the application of regulations and procedures.
• Liaises with the branch office and central administration as required to ensure timely processing of all Unit’s HR matters.
• Drafts and revises requests for job classifications and requests for vacancy announcements.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements within the unit.
• Provides advice and guidance to Unit’s staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Drafts and revises requests of Special Services Agreements for consultants and individual contractors, liaising with project managers and finance assistant as necessary.

2. General Administration

• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to the Head of the Unit and the programme officers in the Unit.
• Maintains liaison with the Branch Office and other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks. ·Compiles quarterly reports (e.g. travel, human resource, hospitality and procurement), uploading unit’s quarterly reports on UNEP’s Delegation of Authority Portal.
• Ensures smooth and efficient information flow within the unit; prepares and processes general and confidential information; assists in the development of office administrative systems and procedures.
• Provides assistance in organizing and coordinating administrative arrangements of service-wide activities (meetings, conferences, workshops, training), special projects and events.
• Responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Serves as the Unit’s leave monitor.
• Performs other duties as assigned.
• Serves as the procurement focal point for office supply and equipment order.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, consultants and meeting participants.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Maintains up-to-date work unit files (both paper and electronic).
• Provide back-up support and perform any other duties as required.

3. Contract Administration

• Assists with day-to-day administration of contracts between the unit and vendors, consultants/individual contractors for procured goods and services received.
• Verifies the vendors’ invoices against the goods and services provided by the vendor.
• Processes and monitors the payment requests of vendors’ invoices and consultants/individual contractors payments.
• Performs other duties as required.

4. Assets Inventory Management

• Maintaining and updating property records using the Inventory Management System – Hardcat.
• Monitoring the movement of the property within Transport Unit.
• Maintaining records such as purchase orders receiving and inspection reports, other procurement correspondence,and disposal documentation related to items in the inventory.
• Recommending and compiling the disposal of obsolete ad unserviceable property.
• Raising requests for movers and gate Passes.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, general administration. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

PLANNING AND ORGANISING: Planning and 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.

CLIENT ORIENTATION: Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Supplementary training equivalent to a bachelor’s degree in administrative services, human resources or related area is desirable.

Work Experience

• A minimum of five (5) years of progressively responsible experience in administrative services, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who posses a first-level university degree or higher.
• Experience working with an Enterprise Resource Planning (ERP) system is desirable.
• Experience working with the United Nations or a similar international organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of another UN official language is desirable.
• Note: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “knowledge of” equals a rating of “confident” in two of the four areas.

Assessment

• Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

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