Administrative Assistant (Front Office)

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 is a temporary vacancy.  Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise for renewal.

                                                                                                               

VACANCY NOTICE NO.:	GS-13-34
ORGANIZATION:	UNEP Division of Communications and Public Information (DCPI)
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Administrative Assistant (Front Office)
GRADE:	G-6
IMIS NUMBER:	IMIS no. 606727 (FP/7000-12-01-1316)
DURATION:	4 months (with a possibility of an extension)
CLOSING DATE:	01/08/2013

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.  UNEP's Division of Communications and Public Information (DCPI) communicates UNEP's core messages to all stakeholders and partners, raising environmental awareness and enhancing the profile of UNEP worldwide. This post is located in UNEP/DCPI at the Nairobi duty station. Under the direct supervision of the Administrative Officer and the general guidance of the Director, the incumbent will be responsible for the general administration with particular reference to procurement and inventory management responsibilities. The incumbent will specifically be responsible for the following tasks:

Responsibility:

Assist in management and implementation of the annual procurement plan for the division. In this capacity review and revise requisitions for clarity, detail and completeness before their entry into IMIS.

Assist in the preparation of administrative documentation such as sole source and direct purchase documentation, terms of reference and assist with follow-up actions with the various Units.

Provide office support and assist in administrative functions: responds or drafts responses to routine correspondence and other communications; organize the installation of new staff members; follow-up with service providers on leases, billing and problems with photocopying machines.

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

Maintain and reconcile the DCPI inventory list and assist in updating reports and back-up, archiving of various documentation as per the UN rules.

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.

Prepare, maintain and update procurement related files and generate ad hoc reports on requisitions processed by the division.

4.3 Reporting lines

The staff member will report to the Administrative Officer, Division of Communications and Public information.

Competencies:

Professionalism: Knowledge of information management, content management systems; Excellent coordination, organization and planning skills, with the ability to work under pressure; Knowledge of the UN system, including the UN common country programming process; Ability to manage complexities and adapt to changing environment; Focus on impact and results; Ability to operate effectively across organizational and country boundaries.

Teamwork:  Ability to establish and maintain effective working relationships in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity; Ability to lead and gain assistance and cooperation of others in a team endeavour; Ability to work independently and to participate effectively in a team based information sharing environment.

Planning and Organizing: Ability to identify priority activities and assignments, handle multiple activities and projects concurrently and make necessary adjustments as required; Ability to foresee risks and allow for contingencies when planning.

Accountability: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibly within prescribed time, cost and quality standards; Operates in compliance with organization regulations and rules; Supports subordinations; Takes personal responsibility for shortcomings and those of the work unit, where applicable.

Qualifications:

Education:    

Secondary education or equivalent. High level proficiency in use of various computer software packages. Working knowledge of IMIS and Staff Selection System (Galaxy) is an advantage. Good knowledge of the organization and procurement functions of the divisions and services of UNON is an added advantage. Ability to perform administrative functions pertaining to the post, with strong emphasis on organizational skills.

Work Experience:

At least seven years of progressively responsible work in administration preferably in the UN system or equivalent outside the UN system.

Language:     

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 UN official language is an advantage.

Other Desirable Skills:

Procurement related knowledge and inventory management

Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

See UN website: http:www.un.org/Depts/OHRM/salaries_allowances/index.html

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of  01/08/2013           . Applicants should send a completed United Nations P.11 or Personal History Form together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:            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 GS-13-34 (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.