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