Administrative Assistant, G6
Org. 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.
The overall objective of UNEP’s Industry and 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.
This post is located at the Nairobi duty station. Under the overall guidance of
the Chief of PMAU and direct supervision of the Administrative Officer, the
incumbent will perform the following duties:
Responsibilities
Human
Resources Management:
·
Initiates, reviews,
processes and follows-up on actions related to the administration of the human
resource activities, e.g., recruitment of staff , consultants, and Interns,
placement, promotion, relocation, performance appraisal, job classification reviews,
separation of staff members, training etc., ensuring consistency in the
application of UN rules and procedures.
·
Processes Job Openings in
INSPIRA keeping track of open vacancy announcements.
·
Prepares documentation
and background materials on classification related matters.
·
Coordinates requests for
Flexible Working Arrangements (FWA) and ensure data tracking.
·
Liaise with Divisional HR
Focal Points to facilitate a smooth workflow within the Division and the Branch
regarding ongoing recruitments.
·
Responds to enquiries and
provides 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.
·
Monitors staffing table
and prepare relevant statistical data/charts for senior management.
·
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.
·
Performs other related
administrative duties, as required.
Contract
Administration – Requisitioner – CIC and Procurement:
- Prepares requisitions in Umoja
for shopping carts for consultant contracts, ensuring proper procedures
and overseeing consolidated monthly consultant payroll.
- Assists with day-to-day
administration of contracts between the UN and external contractors for
outsourced services.
- Processes the payment of
contractors’ invoices and monitor payments.
- Prepares and processes all UN
forms and permissions for contractual work, including UN grounds passes
and property passes.
General
Administration:
- Prepares, processes and
follows-up on administrative arrangements and forms related to the
official travel of staff, consultants, and meeting participants.
- Draft correspondence to respond
to enquiries in respect to relevant administrative and personnel matters.
- Performs other related
administrative duties, as required, e.g. monitoring accounts and payment
to vendors and individual contractors for services, physical space
planning and meeting room reservations, organizing and coordinating
administrative arrangements for meetings and conferences.
- May be responsible for guiding,
training, and supervising the work of junior General Service staff.
Competencies
Professionalism:
- Ability to perform a broad range
of administrative functions with a focus on Human Resources.
- Ability to apply knowledge of
various United Nations administrative and Human Resources rules and
regulations in work situations.
- Ability to perform analysis,
modeling and interpretation of data in support of decision-making.
- 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.
Takes responsibility for incorporating gender perspectives and ensuring
the equal participation of women and men in all areas of work.
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.
Planning
and Organisation:
- 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 a High school diploma or equivalent is
required.
Job – Specific Qualification
Relevant training in the field of Human Resources or
Administration is desirable.
Work Experience
·
A minimum of seven (7)
years progressively responsible experience in administration with a focus on
human resources or personnel management is required.
·
Experience in
administration, project management, personnel administration, and/or
procurement is required.
·
Experience using
Enterprise Resource Planning (ERP) software i.e. Umoja or a similar ERP/SAP
system is required.
·
Experience providing
guidance to staff on administrative and human resources rules and regulations
is desirable.
·
Experience working with
UN rules and regulations or of a similar international organization 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 post advertised, fluency in English is
required. Knowledge of another official United Nations language is desirable.
How To Apply
