Team Assistant

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 the examination at the duty station and to take up the assignment. 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.

                                                                                                               

VACANCY NOTICE NO.:	GS-13-16
ORGANIZATION:	UNEP/Executive Office (EO)
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Team Assistant
GRADE:	G3
BIS NO:	FEL/2344-6425-601
IMIS NUMBER:	600286
DURATION:	2 years
CLOSING DATE:	16/06/13

 

Background:

 

The United Nations Environment Programme (UNEP) is the United Nations systems 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 Executive Office of the United Nations Environment Programme (UNEP/EO) at the Nairobi duty station.  Under the supervision of the Senior Programme Officer, the incumbent will perform the following functions:

 

Responsibilities:

 

·         Provides general office support services to help ensure the smooth functioning of an organizational unit;

·         Uses standard word processing package to produce a variety of routine correspondence, reports, in accordance with institutional standards;

·         Monitors calendar/schedule changes and assists to communicate relevant information to appropriate staff inside and outside the immediate work unit;

·         Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action.

·         Receives phone calls and visitors, and responds to routine inquiries and information requests; or routes to appropriate personnel for handling;

·         Assist in maintaining files (both paper and electronic) for work unit;

·         Assembles documents, reports and other materials for global dissemination using electronic formats; coordinates courier services;

·         Performs basic data entry and extraction functions;

·         Checks accuracy of simple calculations, codings and data;

·         Performs and variety of administrative duties: leave recording, organization of meetings, reservations, office supply and equipment orders; preparing and/or processing administrative requests/documents: travel requests, expense claims, vouchers and visa applications;

·         Photocopies a variety of documents and other materials;

·         Delivers urgent mail/messages;

·         Performs other related duties as assigned.

 

 

Competencies:

 

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

Communication:  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.

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.

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.

 

Qualifications:

 

Education: Completion of secondary school is required.

 

Work Experience: A minimum of 3 years of relevant experience preferably in a UN organization is required.  Experience in general office support or related area 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.

 

 

Preference will be given to equally qualified women candidates.   Applicants should send a completed United Nations P.11 or Personal History Form together with a covering letter to the following address on or before the deadline of 16/06/13                e-mail: recruitment@unon.org                                                                       UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the email address above. PLEASE QUOTE VACANCY ANNOUNCEMENT NO.: GS-13-16 (Applications without Correct Vacancy Number will not be Considered)   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.

 

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.