Administrative Assistant
Special Notice
This position is open for recruitment for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only 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 and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
1. 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.
2. 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.
The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
1. 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.
2. 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.
Org. 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. The overall objective of UNEP’s Division of Technology, Industry and Economics (DTIE) 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 (http://www.unep.org/dtie/). This post is located in the Division of Technology, Industry and Economics (DTIE), Energy Branch, in the Transport Unit at the Nairobi duty station (http://www.unep.org/transport/).
Responsibilities
Under supervision of the Head of Transport Unit, the incumbent will carry out the following duties:
1. General Administration.
Performs, under minimal supervision, a full range of office management and administrative support functions; typically provides direct assistance to the Head and Programme officers in the Unit;
Maintains liaison with the Branch Office and other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products and tasks;
Compiles quarterly reports; uploads the unit’s quarterly reports on UNEP’s Delegation of Authority Portal; Ensures smooth and efficient information flow within the unit; prepares and processes general and confidential information; assists in the development of office administrative systems and procedures; Provides assistance in organizing and coordinating administrative arrangements of service-wide activities, special projects and events; Responds to a wide range of correspondences and other communications; Uses standard word processing packages to produce a wide variety of large, complex documents and reports; Carries out quality control functions for outgoing documents; proofreads and edits texts for format, grammar, punctuation and style;
Maintains calendar/schedules; Monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit; Serves as the Unit’s leave monitor; Serves as the procurement focal point for stock and goods/services requisitions; Prepares and processes official travel of staff, consultants and meeting participants; Maintains up-to-date work unit files (both paper and electronic); Assists the Human Resources focal point in Energy Branch to initiate, process, monitor, review and follow up on actions related to administration of the unit’s human resource activities ensuring consistency in the application of regulations and procedures;
Liaises with the branch office and central administration as required to ensure timely processing of all Unit’s HR matters; Drafts and revises requests for job classifications and requests for vacancy announcements; Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements within the unit; Provides advice and guidance to the Unit’s staff with respect to administrative procedures, processes and practices, liaising with central administrative services; Drafts and revises requests of Special Services Agreements for consultants and individual contractors, liaising with project managers and finance Assistant.
2. Contract Administration:
Assists with day-to-day administration of contracts between the unit and vendors, consultants/individual contractors for procured goods and services; Verifies the vendors’ invoices against the procured goods/services; Initiates and monitors payments to vendors and consultants/individual contractors.
3. Assets Inventory Management focal point:
Maintains and updates the Unit’s inventory records using the Inventory Management System; Hardcat; Monitors the movement of property within Transport Unit; Maintains records such as purchase orders, receiving and inspection reports, other procurement correspondence, and disposal documentation related to items in the inventory; Recommends and compiles the disposal of obsolete ad unserviceable property; Raises requests for movers and gate Passes. 4. Performs other duties as assigned.
Competencies
- Professionalism: 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 the 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
- 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.
Education
Completion of secondary school is required. Supplementary training in administrative services, human resources or related area is required.
Work Experience
A minimum of 5 years of progressive experience in administrative services, human resources or related area is required. UN experience is an advantage.
Languages
English and French are the working languages of the United Nations Secretariat. Fluency in oral and written English is required. A working knowledge of an additional UN 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.
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.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.