Administrative Assistant Job at UNEP

United Nations Jobs, UNEP Jobs, UN Jobs,

• Job Opening ID: 256618
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-6
• Duty Station : NAIROBI
• Department/Office : United Nations Environment Programme
• Date Posted : Jun 19, 2025
• Deadline : Jul 18, 2025

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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, Administrative Services at the Nairobi duty station (Headquarters). Under the overall supervision of the Chief, Administrative Services and the direct supervision of the Administrative Officer (Procurement/HR), the incumbent will be responsible for the following duties:

Responsibilities

1. Human resources managements:

• Initiate, review, process and follow-up on actions related to the administration of the Division’s human resource activities, e.g.,recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
• Respond to inquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements. – Monitor staffing table and prepare relevant statistical data/charts.
• Facilitate division’s participation in human resources processes led by Corporate Services Division and UNON-Human resource Office.

2. General Administration:

– Draft routine correspondence relevant to inquiries on administrative, financial audit and personnel matters. – Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and at other duty stations. – Assist in review of legal instruments for compliance purpose. – Perform other related administrative duties, as required (e.g. operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment.) -May be responsible for guiding, training and supervising the work of more junior General Service staff.

3. Requisitioning/Contract administration:

• Act as a requisitioner for the Director’s office.
• Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Prepare and process all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN ground passes, property passes, UN parking permits, swipe-cards access and door keys.

4. Assist 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.

5. Assist with visualizations and updating information material such as web pages or brochures.

6. Perform other duties as may be assigned.

Competencies

PROFESSIONALISM: Knowledge of the Organization’s rules and regulations as they pertain to building management and of industry codes and standards; Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources; Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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; The ability to perform analysis, modeling and interpretation of data in support of decision-making; 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.

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.

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.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Additional qualification in subjects related to the work of the office, such as business administration, management, environmental studies, project management or other relevant field, is desirable.
• Supplementary training equivalent to a bachelor’s degree in administrative services, human resources or related area is desirable.

Work Experience

• A minimum of seven (7) years progressive working experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
• Experience working with an Enterprise Resource Planning (ERP) system such as Umoja, Inspira or similar is required. Experience working with the United Nations or similar international organization is desirable.
• Experience with international or UN financial rules and regulations and the budgetary policies is desirable. Experience with human resources systems, processes and management in an international setting is desirable.
• Experience in organizing meetings, retreats, conferences, and events, ensuring smooth logistics and clear communication channels between all involved parties 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 United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations 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 for this position may include substantive assessment which may be followed by a competency-based interview.

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