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. UNEP's Division of Environmental Policy
Implementation (DEPI) works with international and national partners,
providing technical assistance and advisory services for the
implementation of environmental policy, and strengthening the
environmental management capacity of developing countries and countries
with economies in transition. These posts are located in UNEP/DEPI at
the Nairobi duty station.
The incumbent will perform the following functions:
DUTIES AND RESPONSIBILITIES:
1. Perform a wide range of office support and administrative functions:
Respond or draft responses to routine correspondence and other
communications; Screen phone calls and visitors; Respond to moderately
complex information requests and inquiries and as necessary, refer
inquiries to appropriate personnel for handling; Provide secretarial,
administrative and logistics support to meetings, boards, committees,
conferences, etc; Review, record, distribute and/or process mail and
other documents; follow-up on impending actions; Prepare and/or process
administrative requests/documents (e.g. requisitions, purchase orders,
travel requests, contracts, expenditure authorizations, visa
applications, etc.); handle arrangement for printing and translation as
necessary; coordinate shipment arrangements, courier services, etc.
2. Monitor processes and schedules related the unit’s outputs, products,
tasks, etc. Where applicable, assist in the verification of receipt and
accuracy of requisite documents, approvals, signatures, etc.
3. Research, compile and organize information and reference materials
from various sources for reports, work plans, studies, briefings,
meetings/conferences, etc.
4. Assist in the maintenance of websites by scanning, converting and
posting a variety of documents onto the site; Maintain files (both paper
and electronic) and databases for work unit.
5. Assist in the preparation of presentation materials using appropriate technology/software.
6. Maintain calendar/schedules; monitor changes and communicates
relevant information to appropriate staff inside and outside the
immediate work unit.
7. Update and maintain large distribution lists; monitor, prepare and
distribute various materials, reports, where possible using electronic
formats.
8. Provide guidance to less experienced staff on general office processes and procedures, computer applications, etc.
9. Perform other duties as assigned. |
Professionalism - Knowledge of general
office and administrative support including administrative policies,
processes and procedures. 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.
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.
Commitment to Continuous Learning - Keeps abreast of new developments in
own occupation/profession; actively seeks to develop oneself
professionally and personally; contributes to the learning of
colleagues and subordinates; shows willingness to learn from others;
seeks feedback to learn and improve.
Technological Awareness - |
