Location: Nairobi, Kenya
Deadline: Thursday, 29 August 2013
Description
Job Title: ADMINISTRATIVE ASSISTANT, G5
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 30 July 2013-29 August 2013
Job Opening number: 13-ADM-UNEP-28865-R-NAIROBI (X) United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. This post is located in the UNEP, Office for Operations at the Nairobi duty station. Under the supervision of the Administrative Officer, the incumbent will carry out the following duties:
Responsibilities
1. Management of the Division's staffing tables: reviews and maintains FPD's electronic database of staff members posts incumbency; maintains the accurate psots usage and updates the organigram charts.
2. Human Resources Management: Initiate, process, monitor, review and follow up on actions related to the administration of the unit's human resource activities as recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation and training ensuring consistency in the application of regulations and procedures; Enter, maintain and certify administrative data and records for time and attendance and performance appraisal in electronic information systems; Review entitlements-related claims and reports; Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services; Maintain and review organizational staffing tables; print and review IMIS reports.
3. Budget and Finance: Monitor status of expenditures and allotments through IMIS, records variations, updates budget tables; Consolidate data received and provide support to staff with respect to budget reviews of relevant intergovernmental and expert bodies; Reviews status of relevant expenditures and compare with approved budget; Review requisitions for goods and services; Assist in the preparation of budget performance submissions; Prepare statistical tables and standard financial reports.
4. General Administration: Prepare, process and follow up on administrative arrangements and forms related to the official travel of staff; Draft routine correspondence; Maintain files of rules, regulations, administrative instructions and other related documentation; Maintain up-to-date work unit files; Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field.
5. Contract Administration: Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services; Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN; Process the payment of contractors' invoices and monitor payments; Prepare 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. Perform any other relevant duties assigned.
Competencies
Professionalism: Ability to perform a broad range of administrative functions as budget/work programme, human resources and database management; 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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 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.
Education
Completion of Secondary School is required. Supplementary training in administration, human resources management and/or related area is desirable.
Work Experience
A minimum of six years of progressive working experience in administration, human resources management and/or related area is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of French is desirable. Knowledge of another UN language is desirable.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
Special Notice
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.
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