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. This post is located in the UNEP, Governance Affairs Office at the Nairobi duty station. Within delegated authority of the Secretary of Governing Bodies, the incumbent will be responsible for the following duties:
Responsibilities
General Administration:
• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters as well as to incoming correspondence from the Executive Office.
• Serve as the communications link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the attention of the Director.
• Handle classified and confidential information between the Governing Affairs Office and strategic partners.
• Provide substantive and administrative support in managing priorities and work flow including scheduling of meetings for the Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner.
• Assist in scheduling for strategic meetings for the Committee of the Permanent Representatives, UN Environment Assembly and thematic discussions with senior managers.
Human Resources Management:
• Initiate, review, process and follow up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Respond to enquiries and provide 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.
• Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitor staffing table and prepares relevant statistical data/charts.
Budget and Finance:
• Assist in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitor expenditures and compares with approved budget; prepares adjustments as necessary.
• Assist managers in the elaboration of resource requirements for budget submissions.
• Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.
Perform other related administrative duties, as required.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, 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; 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
PLANNING & 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.
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
High school diploma or equivalent is required. Supplementary training in business administration, project/programme administration is highly desirable. Candidates must pass 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 seven (7) years of experience in administrative services, finance, human resources or related area.
Experience working in a busy director’s office and with Enterprise Resource Planning (ERP) systems is desirable.
Experience in working with Member States Representatives is an added advantage.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This job opening is only open to the staff members of the United Nations Secretariat who (1) serve in the duty station specified in the job opening; (2) hold a permanent, continuing or fixed-term appointment; and (3) have been appointed following the review of the Central Review Panel, or upon meeting other regular requirements for the duty station, job level and category and functional area. Staff members holding an appointment limited to service to a specific entity are not eligible to be considered if this position is outside that entity. Staff members holding a temporary appointment are not eligible for consideration.
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.
Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
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