Senior Administrative Assistant Job at UNEP – UN Jobs

• Job Opening ID: 221993
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-7
  Duty Station : NAIROBI
• Department/Office : United Nations Environment Programme
• Date Posted : Nov 23, 2023
• Deadline : Dec 22, 2023

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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. This post is located in the UNEP Evaluation Office at the Nairobi Duty Station. Under the overall guidance of the Director, Evaluation Office (EO) and direct supervision of the Senior Evaluation Officer, the incumbent will be responsible for the following duties.

Responsibilities

1. Provide research support for evaluations undertaken internally.

• a. Collect and collate data for evaluations conducted by professional evaluation staff; maintaining the Evaluation Office (EO) archive and list of evaluations by year, biennium and Sub-programme. Ensure the evaluation and review tracking sheet is up to date.
• b. Assist in monitoring EO work and the use of extra budgetary resources (project evaluation budgets, grants and other funds). Monitor the need for reallocation of resources, make appropriate suggestions to EO management, and implement reallocations as necessary.

2. Provide programme support (including administrative and logistical support) to the process of conducting evaluations.

• a. Maintain an active register of all reports and reporting requirements to be co-ordinated by the EO and ensure compliance to deadlines.
• b. Respond to information requests received by the EO and draft responses for the Director’s signature on requested information.
• c. Maintain an up-to-date consultants roster, raise Consultant Contracts in Umoja and Inspira and organize logistics with regard to field visits including travel arrangements, accommodation, etc. for project evaluations.
• d. Act as Travel Administrator for non-staff personnel and create travel requests and expense reports in accordance with the UN regulations, rules and processes.
• e. Raise Umoja ‘shopping carts’ for Consultants and Individual Contractors, create Service Entry Sheets to record services rendered and submit payment requests for disbursements; monitors consultant payments.
• f. Liaise extensively with counterparts in other Offices in the Secretariat such as Finance Section, Office of Human Resources Management, Travel Office/Agency and other Executive Offices.
• g. Identify and resolves diverse issues/problems with Finance, Travel or Human Resources as they arise and determine appropriate actions where there are challenging issues regarding consultant’s contracts, field missions or payments.
• h. Format all evaluation reports and special studies assigned for distribution.

3. Maintain the Evaluation Office Database

• a. Maintain a record of evaluation management/administrative processes in the database and tracking sheet for all evaluations assigned.
• b. Collect and gather all new relevant data (CV’s and PHPs) for the updating of the consultants’ database.

4. Perform duties of Training and Human Resources Focal Point.

• a. Participate in HR Focal Points meetings, HR related trainings and briefings especially on new HR processes and guidelines.
• b. Serve as Human Resources and Training focal point for the Evaluation Office. Monitor the compliance of mandatory training and completion of performance appraisal documents; support the Office to meet and report on performance management compliance, mandatory training compliance, Leadership Dialogue compliance.
• c. Answer queries and provide knowledge-sharing advice covering a range of personnel services, privileges and entitlements under the staff rules and regulations, duties and responsibilities, administrative instructions and policies to staff and Consultants.
• d. Coordinate and monitor various actions related to the administration of the unit’s human resource activities, e.g. recruitment, job classification reviews, training, staff contract extensions, ensuring consistency in the application of UN rules and procedures. Maintain and file job descriptions and classification notes for positions in the EO staffing table, liaise with central administration/executive services as required.
• e. Maintain EO’s organizational chart and the staff/personnel directory. Act as the EO time administrator and monitor leave requests in the office.
• f. Provide a communication link between the Director and staff by conveying directives on operation matters from the Director to other staff and representatives of international organizations, consultants, and other individuals involved in office meetings.
• g. 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.
• h. Assists with visualizations and updating information material such as web pages or brochures.
• i. Perform any other duties as requested by staff supervisor.

Competencies

PROFESSIONALISM: Knowledge of human resources processes, rules and procedures and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Knowledge in dealing with HR issues and demonstrates excellent interpersonal skills. Ability to handle sensitive and confidential information with appropriate discretion. Ability to perform a broad range of human resources related functions. Shows pride in work and in achievements. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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.

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: 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

• Relevant training in administration, human resources management or related area is required.

Work Experience

• A minimum of 10 (ten) years of progressively responsible experience in administrative services, human resources or related area is required.
• Experience working with Microsoft Office applications is required.
• Experience in organizing, methodical follow-up and tracking knowledge 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 this post, 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 (speak, read, write and 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 competency-based interview.

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