| Remuneration: |
| Depending
on professional background, experience and family situation, a
competitive compensation and benefits package is offered. More Info... |
| United Nations Core Values : Integrity, Professionalism, Respect for Diversity |
| Responsibilities: |
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. UNEP's Office for Operations (OfO) is the guardian
of UNEP’s corporate interest, mitigating its exposure to risk and
supporting the organization with management tools, plans and related
capacity building. It oversees UNEP’s efficient and effective
management, in line with UNEP's accountability requirements, rules,
regulations and UN core values. This position is located at UNEP
Headquarters in Nairobi.
Under the direct supervision of the Finance and Budget Officer, the incumbent will perform the following:
· Perform a wide range of office support and administrative functions.
Identifying and compiling all the non-expendable property held by or on
behalf of UNEP and submission to UNON to record the equipment in
Hardcat database.
· Respond or draft responses to routine correspondence and other
communication; use standard word processing package to produce a wide
variety of large, complex documents and reports.
· 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. to ensure
compliance with relevant legal, financial and other requirements.
· Proofread documents and edit texts for accuracy, grammar, punctuation and style, in line with established standards/format.
· Screen phone calls and visitors; respond to moderately complex
information requests and inquiries (such as, file search requests etc.),
and refer other complex inquiries to the appropriate personnel.
· Provide secretarial, administrative and logistics support to meetings, boards, committees and conferences.
· Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
· Assist in the preparation of presentation materials using appropriate technology/software.
· Maintain calendar/schedules; monitor changes and communicate relevant
information to appropriate staff inside and outside the immediate work
unit.
· Perform data entry and extraction functions.
· Review, record, distribute and/or process mail and other documents; follow-up on pending actions.
· Update and maintain large distribution lists; monitor, prepare and
distribute various materials, reports using electronic format where
possible; handle arrangement for printing and translation as necessary;
coordinate shipment, courier services arrangements, etc.
· Perform general administrative tasks (such as, leave and attendance
records, arrangements for meetings and other events, reservations,
budget follow-up, etc.); to include preparation and/or processing of
administrative requests/documents (such as, requisitions, purchase
orders, travel requests, contracts, expenditure authorizations, visa
applications, etc.).
· Maintain files (both paper and electronic) and databases for work unit.
· Assist in providing software and office equipment support.
· Provide guidance to less experienced staff on general office processes and procedures, computer applications, etc.
· Perform other relevant duties as assigned. |
| Core Competencies: |
· Professionalism: Knowledge in the
use and application of the Organization’s administrative regulations and
rules. 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.
· 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.
· 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. |
QUALIFICATIONS
|
| Education: |
| High school diploma or equivalent is
required. Supplementary training or technical qualification in finance,
budget, accounting, administrative services or related area is an asset.
MUST have passed the United Nations Administrative Support Test (ASAT)
or the Global General Service Test (GGST) at Headquarters or at Offices
Away from Headquarters (OAHs). |
| Work Experience: |
| A minimum of four (4) years’ of experience in finance, budget, accounting, administrative services 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. Knowledge of another
official UN language is an advantage. |
| Other Desirable Skills: |
| Good computer skills (Microsoft Office
and other Windows Applications); accurate typing and database
management skills, desirable. |
 |
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. English
and French are the two official working languages of the United Nations.
UNEP,UNHABITAT and UNON do not charge a fee at any stage of the
recruitment process. If you have any questions concerning persons or
companies claiming to be recruiting on behalf of these offices and
requesting the payment of a fee please contact Recruitment@unon.org
ONLY applications to specific VAs will be considered, general applications should not be sent. |
How to apply:
1. All applicants must indicate the following on their applications;
Job Opening Notice Number
Functional title of the post
Attach an up-to-date CV, United Nations P-11 form or United Nations
Personal History Profile (PHP)
2. Due to the volume of applications received, receipt of offline paper applications cannot be acknowledged individually.
3. UN staff
members must attach copies of their last two Performance Appraisal
System (PAS) evaluation & Fact Sheets to their applications.
4. Applications received after the deadline [closing date] will not be considered.
5. There is no application, processing or other fee at any stage of the process.
All applications should be submitted either by post, e-mail or fax.
By Post
By Email
By Fax
Special Notice
Appointment
against this post is on a local basis. This position is funded for an
initial period of one year and may be subject to extension. Vacancies at
the G1 to G4 levels are open to both internal and external candidates,
including staff members on temporary appointments. However, priority
consideration will be given to serving staff members holding a Fixed
Term, Continuing Appointment or Permanent Appointment. New external
candidates will only be considered when a serving staff member cannot be
identified. When no suitable internal candidate from the duty station
is identified, the candidate is responsible for any travel expenses
incurred in order to take-up the appointment.
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. Depending on professional background, experience and family
situation, a competitive compensation and benefits package is offered.
PLEASE QUOTE JOB OPENING ANNOUNCEMENT NO.:GS-16-03 ON THE SUBJECT OF YOUR E-MAIL APPLICATION
 GS-16-03 - Administrative Assistant - G-4 - UNEP-OfO.pdf
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PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED
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