Administrative Assistant, Nairobi
Closing Date: Saturday, 08 March 2014
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vacancies from:
Organization
Country
City
Office
Grade
Administrative Assistant, G6
Department/ Office
United Nations Environment Programme
Duty Station
NAIROBI
Posting Period
6 February 2014-8 March 2014
Job Opening number
14-ADM-UNEP-33102-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 systems 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. UNEP's Division of Early Warning and Assessment (DEWA) 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 located in UNEP/DEWA at the Nairobi duty station in DEWA's Capacity Development Branch (CDB).
Responsibilities
Under the overall guidance of the Chief, CDB, and within delegated authority, the incumbent will be responsible for the following duties:
Human Resources Management:
- In cooperation with the Division's HR assistant, initiates, reviews, processes and follows-up on actions related to the administration of the Branch's human resource activities, such as, recruitment of staff and consultants, job classification reviews, training, among others, ensuring consistency in the application of UN rules and procedures.
- Respond to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices under the Staff Rules and Regulations.
- Oversee the maintenance of the Branch's vacancy announcement files and keeps track of status of vacancy announcements.
- Assist in the preparation and review of financial and human resource proposals/requirements. Consolidate work programme with respect to the Division's budget.
- Monitor expenditure and compare with approved budget; brings to the attention of the Branch Chief issues requiring attention or adjustments as necessary.
- Prepare or customize financial reports from IMIS/IPSAS system generated reports.
- Co-ordinate with the Division's finance and budget staff on related issues during preparation and review of budget reports.
- Draft routine correspondence to respond to delegated correspondence logs from the Executive Office relevant to the Branch, and other enquiries in respect to relevant administrative, financial, and personnel matters.
- Maintain the Branch Chief's appointments and meeting schedule within UNEP's scheduling system and effectively uses the administrative tools provided by UNEP and UNON.
- Coordinate extensively with Branch's out-posted units and liaises frequently with team members both at Headquarters and in the Regional Offices including the organisation of, and follow-up to Branch meetings, including through teleconferencing and web-based technology.
- Perform other related administrative duties, as required (such as, to maintain the Branch's electronic filing system; operational travel planning and post-mission reporting requirements; monitoring project accounts and follow-up on payment to vendors and individual contractors for services; assisting the Branch's project officers in organizing and coordinating seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff and providing back-up to the Administrative Assistants of the Division on a needs basis.
- Perform any other duties as assigned.
Professionalism:
- Ability to perform a broad range of administrative functions, related to budget/work programme, and human resources.
- 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;
- 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.
- 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.
- 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.
- 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;
- keeps clients informed of progress or setbacks in projects;
- meets timeline for delivery of products or services to client.
- Completion of secondary education or equivalent is required.
- Supplementary courses or training in business administration is desirable.
- A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, human resources or related area.
- Knowledge of UN systems is desirable.
- The official languages of the United Nations are English and French.
- For this position, fluency in oral and written English is required.
- Knowledge of another official United Nations language is an advantage.
- Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
This position is open for recruitment for an initial period of one year and may be subject to extension. 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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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