Closing date: Friday, 6 March 2015
Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 4 February 2015-6 March 2015
Job Opening number: 15-ADM-UNEP-39260-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Appointment against this post is 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.. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
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 Office for Operations of the Executive Office in UNEP, at the Nairobi duty station.
Responsibilities
Under the supervision of the Senior Human Resources Advisor, the Administrative Assistant will be responsible for the following
Human Resource Management
- Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems;
- Reviews entitlements-related claims and reports;
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary;
- Maintains and reviews organizational staffing tables;
- prints and reviews IMIS reports.
Budget and Finance
- Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables.
- Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies;
- Reviews status of relevant expenditures and compares with approved budget;
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
- Assists in the preparation of budget performance submissions;
- Prepares statistical tables and standard financial reports.
General Administration
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff;
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation;
- Maintains up-to-date work unit files (both paper and electronic).
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Performs other related administrative duties required, e.g., operational travel programme;
- monitoring accounts and payment to vendors and individual contractors for services; physical space planning;
- identification of office technology needs and maintenance of equipment, software and systems;
- organizing and coordinating administrative arrangements for seminars, conferences and translations.
Competencies
Professionalism
- Ability to perform a broad range of administrative functions, e.g., human resources, budget/work programme, database management, etc.
- 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;
- shows persistence when faced with difficult problems or challenges;
- remains calm in stressful situations.
- Establishes and maintains productive partnerships with clients by gaining their trust and respect;
- identifies clients’ needs and matches them to appropriate solutions.
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
- 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 High school diploma or equivalent is required.
- Supplemental training in the area of administration office management or other related fields is desirable.
Work Experience
- A minimum of five years of experience in administrative services, human resources or related area is required.
Languages
- English and French are the working languages of the UN Secretariat.
- For the position advertised
- Fluency in English is required;
- Knowledge of another UN official language is an advantage.
Assessment Method
- Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
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