Team Assistant

NOTE

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 SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

VACANCY NOTICE NO.:	GS-13-03
ORGANIZATIONAL LOCATION:	UNEP/DRC
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Team Assistant
GRADE:	G-4
DURATION:	2 years
CLOSING DATE:	19/02/2013

BACKGROUND

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 (www.unep.org/DRC/). This position is located in the United Nations Environment Programme, Division of Regional Cooperation at the Nairobi duty station.  Under the supervision of the Administrative Officer the incumbent will perform the following duties:

DUTIES AND RESPONSIBILITIES:

1. Perform a wide range of office support and administrative functions: monitors process and schedules related to the units tasks; responds or drafts responses to routine correspondence and other communications; organize the installation of new staff members and coordinate installation of new ports as required; follow-up with service providers  on leases, billing and problems with photocopying machines; monitor the short-term borrowing and movement of computers and electronic equipment and ensure proper storage of computers/electronic equipment. Liaise with Building Management and Transport Unit (BMTU) for services. In consultation with the Administrative Assistant liaise with furniture suppliers on installation of new supplies and after sales services.

2. Liaise with Information and Communication Technology Services (ICTS) on: computer setup, complaints and problems experienced by staff members; Assists in providing software and office equipment support.

3. Assists in the preparation of presentation materials using appropriate technology/software and servicing of meetings both internal and external; Maintains calendar/schedules for the DRC meeting room; monitors changes and communicates relevant information to appropriate staff; Assist and train staff on teleconferencing equipment.

4. Maintain, secure, distribute and replenish a sufficient supply of office Stationery: compile the list of all stationery requirements and submit requests for procurement; Receive, inspect and counter check what has been delivered against what was ordered; prepare monthly reports on supplies.

5. Maintains the filing system, scan documents into PDF format and file them accordingly; archive and scan bulky files into electronic storage devices.

6. Reviews, records, distributes and/or processes mail and other documents for dispatch; follows-up on impending actions.   Determine the mode of delivery and dispatch of packages through auto-mail tracking system:

7. Perform other duties as assigned.

   

COMPETENCIES:

Professionalism:  Knowledge of general office & administrative procedures. Shows pride in work and in achievements; 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:  Excellent communication/drafting skills essential; 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 audience; demonstrates openness in sharing information and keeping people informed.

Planning and 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; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

QUALIFICATIONS:

Completion of secondary school is required.  Supplemental clerical/secretarial training/course is desirable. 

EXPERIENCE:

A minimum of four years working experience in administration or related area. Experience working within the UN system is an asset.

LANGUAGE REQUIREMENTS:

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.

OTHER DESIRABLE SKILLS:

Solid computer skills, particularly in using relevant information and email databases with a good knowledge of word processing are required.

Qualified candidates may submit their applications including their curriculum vitae or United Nations Personal History form (P.11) to the address mentioned below on or before the deadline. Email: recruitment@unon.org          Please quote; v  Index Number (for UN staff member) v  Vacancy Notice Number v  Functional title of the post v  Attach an updated fact-sheet, and a copy of the last two performance appraisals. Applications received after the deadline will not be considered.

UNEP, UNHABITAT and UNON do not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee please contact:  recruitment @unon.org