Team Assistant

NOTE

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.  This position is funded for an initial period of one year and may be subject to extension.

VACANCY NOTICE NO.:	GS-13-22
ORGANIZATIONAL LOCATION:	UNEP/GEF
DUTY STATION	Nairobi
FUNCTIONAL TITLE:	Team Assistant
GRADE:	G-4
POST NUMBER:	2013 FBL 2328 2780 4FE1 1304
IMIS NO.:	606637
DURATION:	1 year
CLOSING DATE:	09/07/2013

DUTIES  AND RESPONSIBILITIES

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. The position is located in the United Nations Environmental Programme (UNEP),  Global Environment Facility Coordination Office (GEF CO) at the Nairobi duty station. UNEP is one of three implementing agencies of the Global Environment Facility (GEF), alongside the World Bank and the UN Development Programme (UNDP). The GEF helps developing countries and those with economies in transition to meet the agreed incremental costs of measures designed to achieve global environmental benefits in six focal areas: biological diversity, climate change, international waters, ozone layer depletion, land degradation and persistent organic pollutants (POPs). Under the direct supervision of the Director, GEF CO, the incumbent will carry out the following:

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 and tasks; Assists in the verification of receipt and accuracy of requisite documents, approvals and signatures; Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings and meetings/conferences; Generates a variety of standard statistical and other reports and work orders using various databases; Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format; Screens phone calls and visitors; responds to moderately complex information requests and inquiries and refers inquiries to appropriate personnel for handling; Provides secretarial, administrative and logistics support to meetings, boards, committees and conferences; Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site; Assists in the preparation of presentation materials using appropriate technology/software; 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; coordinates shipment arrangements and courier services; Performs general administrative tasks and/or processing administrative requests/documents; Maintains files (both paper and electronic) and databases for work unit; Assists in providing software and office equipment support; Provides guidance to less experienced staff on general office processes and procedures and computer applications; Performs other duties as assigned.

COMPETENCIES:

Professionalism: 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.

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; 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.

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.

QUALIFICATIONS AND EXPERIENCE:

Completion of secondary education and knowledge of the UN common system is required.  Additional technical training in the field of office management and administration is an asset.

EXPERIENCE:

At least 4 years of relevant working experience in the field of office management and administration. Experience in an international organization is highly desirable.

OTHER DESIRABLE SKILLS:

Excellent computer skills (MS Office, e-mail, internet) is required. Conversant with web-enabled databases is desired.

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.  Working knowledge of French is desirable. 

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 (09 July 2013 ) will not be considered.

UNEP, UNHABITAT and UNON do not charge a fee at any stage of the recruitment process. If youhave 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