Staff Assistant

       

  Job Title:    STAFF ASSISTANT, G5

  Department/ Office:     United Nations Environment Programme

  Duty Station: NAIROBI

 

  Posting Period:    20 July 2012-19 August 2012

  Job Opening number:  12--UNEP-24339-R-NAIROBI (X)

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

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  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. This post is located in the UNEP, Executive Office (EO) at the Nairobi duty station. Under the direct supervision of the Special Assistant to the Deputy Executive Director and overall guidance of the Coordinator, the incumbent will carry out the following duties:  

   

  Responsibilities

   

  1. Ensure efficient information flow within the immediate office of the Deputy Executive Director and within the Executive Office: Attend to and screen incoming calls and/or re-route them to the relevant offices and officers with a clear notice of confidentiality and discretion. 

- Screen incoming mail for the Deputy Executive Director, distinguishing any confidential matters and forward routine correspondence to Administrative Assistant responsible for logging and appropriate follow-up; Follow-up on actions to be taken indicated in the Correspondence Tracking System (CTS) on a weekly basis in liaison with the Special Assistant to the Deputy Executive Director; Assist in drafting correspondence, as required, for the signature of the Deputy Executive Director;  Assist with responding to requests on documents from the Deputy Executive Director’s office;  Finalize urgent draft letters requiring the Deputy Executive Director’s signature; 2.  Provide administrative support to the Executive Office in coordination with the Coordinator;  Undertake all logistical travel planning for Executive Office including the Special Assistants (if accompanying) on official missions and other staff;  Liaise with Travel Agents, providing options for Executive Office staff travel and related costings;  Make hotel reservations, airport transfers, security clearances; Inform all relevant parties of the Executive Director's and Deputy Executive Director’s travel plans in accordance with standard operating procedures; 3. Receive high-ranking officials attending meetings with the Deputy Executive Director. 4.  Provide full back-up support to the Personal Assistant to the Deputy Executive Director as and when required. 5.  Undertake any other duties assigned.  

   

  Competencies

   

  Professionalism: Good understanding of the functions and organization of an Executive Office.  Good knowledge of administrative policies and procedures.  Ability to identify and resolve a wide range of issues/problems and be able to work under pressure.  Ability to apply good judgement in the context of assignments given. 

Planning and Organizing: Demonstrated organization skills and ability to establish priorities.  Ability to plan, coordinate own work and manage conflicting priorities. 

Teamwork: Strong interpersonal skills and ability to establish and maintain effective working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. 

Communication: Excellent ability to communicate effectively both orally and in writing, good drafting skills, ability to demonstrate openness in sharing information and keeping the team updated.  

   

  Education

   

  Completion of secondary school is required.  Supplementary training in secretarial and/or business administration is required.

   

  Work Experience

   

  A minimum of five years working experience is required.  Experience working in the UN is an added advantage.

   

  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 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.