Administrative Assistant



Job Title:
 ADMINISTRATIVE ASSISTANT, G5

Department/ Office: United Nations Environment Programme

Duty Station:  NAIROBI

Posting Period: 23 July 2012-22 August 2012

Job Opening number:  12-ADM-UNEP-24567-R-NAIROBI (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. 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. UNEP’s Division of Regional Cooperation (DRC) helps to implement UNEP’s global programs in the regions by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental problems and emergencies.This post is located in UNEP/DRC at the Nairobi duty station.  Under the overall supervision of the Director and the daily supervision of the Administrative Officer, the incumbent will:

Responsibilities

1. Coordinate with UNON’s Travel & Shipping Section and travel agencies to prepare, process and follow up on official travel for the Division. a) Obtain necessary travel authorizations, costings, air ticket and per diem ensuring all necessary formalities are complied with. b) Prepare travel obligations in IMIS upon request, liaise with the participants, make hotel bookings, arrange transport to and from the hotel, and submit travel claims for processing. c) Ensure travel plans and post-facto travel reports from the Regional Offices are submitted for approval in a timely manner. d) Prepare in IMIS and process Daily Subsistence Allowance (DSA) for staff and meeting participants. Request ad hoc DSA as necessary. 2. Coordinate  with UNON’s Procurement Section to perform duties related to procurement for the Division as follows: a) Requisition, issue and replenish office supplies, procurement of equipment, furniture and stationery for the Division. b) Maintain inventory of office keys, computers and non-expendable equipment within the Division; liaise with the ITS Help Desk for any computer movement or installation. c) Coordinate biannual inventory of non-expendable equipment for the Headquarter office, assist the Regional Offices in liaison with the Property Management Unit. d) Organize movement of staff within the Division and coordinate office provision for visiting Regional Directors and consultants. e) Ensure corporate contractors are paid in time 3. General Administration: a) Maintain and update the division wide telephone directory and submit to UNON for inclusion in the UN Directory.  b) Guide, train and supervise the work of more junior General Service staff. 4. Act as backup to another Administrative Assistant 5. Perform any other functions as may be assigned.

Competencies

Professionalism:  Knowledge of operational guidelines and procedures related to administration in areas of contracts and procurement, travel and finance. Knowledge of relevant UN rules and regulations on budgetary and administrative policies and procedures. Ability to research and gather information from a wide variety of resources and apply good judgement in the context of assignments given. Communication: Speaks and writes clearly and effectively for exchange of information with other offices and colleagues for clarifications of orders/requests Demonstrates opennes in sharing information and keeping clients informed. Teamwork: Good interpersonal skills. Listens to others and correctly interprets messages and responds appropriately. Ability to collaborate and maintain effective working relations in a multicultural and multi ethnic environment with sensitivity and respect for diversity. Planning and Organizing: Develops clear goals that are consistent with agreed strategies.  Identifies priority activities and assignments and ability to manage conflicting priorities for timely completion of assignments. Foresees risks and allows for contingencies when planning.


Education

Completion of secondary school is required. Supplementary training in administration or other relevant field is desired.

Work Experience

Minimum of five years of work experience in the area of administration, procurement and travel.

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 desirable.

Assessment Method

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice
 
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.  In such cases, please resubmit the application, if necessary.  If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

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.

Application:  To apply, click here


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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