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Organization: United Nations Environment Program
Country: Kenya
City: Nairobi
Office: UNEP Nairobi, Kenya
Grade: G-7
Closing date: Tuesday, 28 February 2023
Posting Title: SENIOR ADMINISTRATIVE ASSISTANT, G7
Job Code Title: SENIOR ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Environment Program
Duty Station: NAIROBI
Posting Period: 30 January 2023 – 28 February 2023
Job Opening Number: 23-Administration-UNEP-199365-R-Nairobi (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Environment Program (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
UNEP’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition.
This position is located in UNEP Ecosystems Division under Administrative Services in the Nairobi duty station. Under the supervision of the Senior Administrative Officer the incumbent will perform the following functions:
Responsibilities
- Human Resources Management
Coordinates various actions related to the administration of the Division’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services (UNEP Corporate Services Division and UNON Human Resources Management Service) as required,
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements for the Division.
Provides expert advice and answers general queries on classification procedures and processes.
Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations,
Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff
Collects data from relevant databases and prepares customized HR reports.
- Budget and Finance
Provides expert assistance in the preparation and development of the Division’s work program and budget,
Assists in monitoring budget/work program with respect to various budgets, trust funds, grant and other funds on a regular basis and suggests reallocations of resources and implements the reallocations as necessary.
Collects data from relevant databases and prepares customized financial reports.
Provides assistance in the review, and preparation of the medium-term plan and its revisions,
Reviews, analyses, and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
Assists managers in the elaboration of resource requirements for budget submissions,
Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures,
Assists in the preparation of budget performance submissions,
Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures,
- Contract Administration
Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services,
Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
Supports the Division’s acquisition planning and acts as the lead requisitioner for the Division.
Processes the payment of contractors’ invoices and monitor payments
- General Administration
Provide guidance, training, and daily supervision to other general service staff in their areas of responsibility.
Provide assistance in drafting of, budget agreements, legal instruments or contributions for grants or other activities as appropriate.
Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the out posted offices of the Division.
Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organize and coordinate seminars, conferences and translations).
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making,
Assists with visualizations and updating information material such as web pages or brochures,
Competencies
PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to program/project administration, implementation and evaluation, technical cooperation, programming and budgeting.
Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units, Ability to perform analysis, modeling and interpretation of data in support of decision-making
Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated program evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization, 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making.
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.
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.
Education
High school diploma or equivalent is required. Additional training and certification in any business administration related courses is desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience
Ten (10) years of experience in administrative services, procurement, finance, accounting, audit, and human resources related area is required.
Five (5) years’ experience with an Enterprise Resource Planning (ERP) system is required.
Experience with a large international organization is required.
Experience with preparing, managing and analysis of large administrative related data sets and reports is required.
Experience with change management is desirable.
Five (5) years’ experience in MS Excel is desirable.
One (1) year experience in data analytics or related area is desirable.
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 United Nations language is desirable.
NOTE: ”Fluency” equals a rating of ”fluent” in all four areas (read, write, speak, and understand) ”Knowledge of” equals a rating of ”confident” in two of the four areas.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Appointment against this post is for an initial period of one (1) year and may be subject to extension.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Applicants for General Service and related categories must be authorized to work in the country where the position is located. The candidate is responsible for any travel and relocation expenses incurred to take-up the appointment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff is expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Internal Applicants – when completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspirer “Contact Us” link.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Website: https://careers.un.org/lbw/jobdetail.aspx?id=199365
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