Administrative Assistant
United Nations
NAIROBI
4d ago

Org. Setting and Reporting The UN 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 position is located in UNEP, Corporate Services Division, Nairobi duty station. Under the supervision of the Chief, Financial Management Service, the Administrative Assistant will be responsible for the following duties : Responsibilities Human Resources 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 Umoja reports.
  • Budget and Finance :

  • Monitors status of expenditures and allotments through Umoja, 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 out-posted offices.
  • Performs other related administrative duties, as 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.

  • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including : UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
  • Donor Administration :

  • Assists with day-to-day administration of agreements between the UN Environment and donors.
  • Generates invoices for assessed and voluntary contributions from donors.
  • Processes the payment of donors and monitor deposits in UN Environment bank accounts.
  • Generates receipts for payments received.
  • Assists staff members, fund management officers regarding queries on payments and deposit related issues.
  • Assists in communicating with donors via written and verbal means.
  • Perform other related duties as assigned. 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.

  • 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 High school diploma or equivalent is required. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

    Additional technical qualifications, Certified Public Accountant (CPA) is desirable. Work Experience A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

    Experience with an Enterprise Resource Planning (ERP) system is desirable. 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 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 Appointment against this post is 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 candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.

    Internal Applicants : When completing the form, 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.

    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.

    Online 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. United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

    Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

    The term sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

    The term sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

    The term sexual harassment means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.

    Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

    Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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.

    The United Nations Secretariat is a non-smoking environment.

    Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on Manuals hyper-link on the upper right side of the inspira account-holder homepage.

    The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

    Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

    No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

    Job openings advertised on the Careers Portal will be removed at 11 : 59 p.m. (New York time) on the deadline date. 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.

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