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 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.

 

                                                                                                                      Issue date: 3/06/2013

VACANCY NOTICE NO.:	GS-13-21
ORGANIZATION:	UNEP/DELC
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Team Assistant
GRADE:	G-4
DURATION:	1 year
IMIS NO.	600612
CLOSING DATE:	17/06/2013

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 Division of Environmental Law and Conventions (DELC) identifies synergies and promotes the substantive collaboration among Multilateral Environmental Agreements (MEAs). DELC also encourages interlinkages between UNEP's programme and those of MEAs www.unep.org/dec/).  This position is located in the United Nations Environment Programme, Division of Environmental Law and Conventions at the Nairobi duty station.  Under the supervision of the Deputy Director, the incumbent will perform the following functions:

·         Performs a wide range of office support and administrative functions.

·         Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

·         Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.

·         Assists in initiating, processing, monitoring, reviewing and follows-up on actions related to the administration of the human resource activities, e.g., recruitment, job classification reviews,

·         Assists in maintaining and reviewing Division’s staffing table

·         Preparing and submit monthly reports to the respective office

·         Assist in monitoring status of expenditures and allotments through IMIS, records variations, updates budget tables.

·         Assist in reviewing requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.

·         Assists in the preparation of budget performance submissions.

·         Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

·         Performs data entry and extraction functions.

·         Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

·         Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.

·         Performs general administrative tasks, to include preparing and/or processing administrative requests/documents.

·         Maintains files (both paper and electronic) and databases for work unit.

·         Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.

·         Performs other duties as assigned.

Competencies:         

Professionalism: Knowledge in the use and application of the Organization’s financial regulations and rules as well as accounting policies and practices. Ability to extract, interpret, and analyses a wide variety of data and to resolve data discrepancies and other problems. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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 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.

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.

Qualifications:

Education:    

Completion of secondary school education 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.

Languages:

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required.  Knowledge of another official UN language is an advantage.

Other Skills: 

Good computer skills (Microsoft Office Windows applications, internet and e-mail) with above average proficiency in MS Excel  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. E-mail:   Recruitment@unon.org Please quote; v  Vacancy Notice Number and Functional Title in the Subject of the e-mail. v  Index Number (for UN staff member) and attach an updated PHP, and a copy of the last two performance appraisals. Applications received after the deadline (17/06/2013) will not be considered. PLEASE QUOTE VACANCY ANNOUNCEMENT NO.:    GS-13-21

UNEP does 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.