|Posting Title:||ADMINISTRATIVE ASSISTANT, G5|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||United Nations Environment Programme|
|Posting Period:||11 October 2023 – 09 November 2023|
|Job Opening Number:||23-Administration-UNEP-217516-R-Nairobi (X)|
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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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.
UNEP’s Early Warning and Assessment Division (EWAD) is responsible for analyzing the state of the global environment, providing early warning information and assessing global and regional environmental trends to catalyze and promote international cooperation and action on the environment. This position is in the Administrative Unit of EWAD, Nairobi Duty Station.
Under the supervision of the Administrative Officer, EWAD, the incumbent will perform the following duties.
Provide support on Division’s Human Resources Management.
• Initiates, processes, monitors, reviews and follows-up on actions related to the staff contract extensions and special post allowance ensuring consistency in the application of regulations and procedures.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with Administrative Officer as necessary.
• Enters, maintains, and certifies administrative data and records on staff lists in electronic information systems such as SharePoint, Teams etc.
• Maintains and reviews organizational office space allocation including analyzing and physical office planning.
Provide support for the Division’s General Administration.
• Back up the Division’s focal point for IT and office consumables related functions.
• Support all requests from colleagues on IT related functions including licenses, access, user manual and day to day support.
• Performs other related administrative duties, as required, e.g., physical space planning, identification of office technology.
• needs and maintenance of equipment, software, and systems; organizing and coordinating administrative arrangements for seminars, conferences, and translations.
• Coordinate reservation of Division’s Meeting room and provide technical support during and after the meetings.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Determines appropriate space allocation required to meet the requests of the requesting department in terms of meeting room, workstations, equipment, mail room, copier room.
• Prepares presentation of proposals for efficient space distribution to the head of unit and the director for approval.
• Coordinate with UNON Facilities Management and Transport Section for the Division’s office facilities maintenance services, e.g., light fixtures, defective windows and doors, and fumigation.
• Coordinate with the Divisional Property Management and IT focal point to ensure movement and reconciliation of all furniture and equipment at the new location and undertake necessary procedures for disposal.
• Coordinate with UNON Facilities Management and Transport Section to request for staff name plates for identified or assigned office space.
• Coordinate with Information & Communication Technology Section (ICTS) and relevant contractors, printing and copy services, cleaning and electrical services on transfer or movement of staff and reinstallation to assigned offices.
• Maintains and updates floor plans and drawings used as reference information by the head of unit.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including:
• UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Drafts routine correspondence.
•. 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.
• Perform any other duties.
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, 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. 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making.
ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
- Completion of High school diploma or equivalent is required.
Job – Specific Qualification
- Training in administration, general office support or related area is desirable.
- A minimum of five years of progressively responsible experience in finance, budget, administrative services or related areas is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
- 1 year or more of experience in data analytics or related area is desirable.
- English and French are the working languages of the United Nations Secretariat. For the post 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.
- Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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