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CLOSED FOR APPLICATIONS

ADMINISTRATIVE ASSISTANT

Closing: Jul 13, 2024

This position has expired

Published: Jun 18, 2024 (2 months ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

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  • The United Nations Environment Programme (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.
  • The overall objective of UNEP's Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive.
  • It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities.
  • The position is located in the Economy Division, Chemicals and Health Branch, Sustainable Mobility Unit (http://www.unep.org/transport/) at the UNEP Headquarters in Nairobi, Kenya.
  • The incumbent will assist with the implementation of the global electric mobility project.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Supplementary training equivalent to a bachelor’s degree in administrative services, human resources or related area is desirable.

Work Experience

  • A minimum of five (5) years of progressively responsible experience in administrative services, human resources or related area is required.
  • The minimum years of relevant experience is reduced to three (3) years for candidates who posses a first-level university degree or higher
  • Experience working with an Enterprise Resource Planning (ERP) system is desira
  • Experience working with the United Nations or a similar international organization is desirab
  • One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of another UN official language is desirable. Note: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "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 a 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 Rule
  • Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is loca
  • Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.
  • Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
  • 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 Inspira "Contact Us" link.

United Nations Considerations

  • According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
  • Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
  • The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.
  • The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
  • The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.
  • Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
  • Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
  • The United Nations places 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.
  • The United Nations Secretariat is a non-smoking environment.
  • Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).
  • Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.
  • This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage.
  • The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.
  • Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.
  • Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
  • Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.


Responsibilities
  • The United Nations Environment Programme (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.
  • The overall objective of UNEP's Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive.
  • It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities.
  • The position is located in the Economy Division, Chemicals and Health Branch, Sustainable Mobility Unit (http://www.unep.org/transport/) at the UNEP Headquarters in Nairobi, Kenya.
  • The incumbent will assist with the implementation of the global electric mobility project.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Supplementary training equivalent to a bachelor’s degree in administrative services, human resources or related area is desirable.

Work Experience

  • A minimum of five (5) years of progressively responsible experience in administrative services, human resources or related area is required.
  • The minimum years of relevant experience is reduced to three (3) years for candidates who posses a first-level university degree or higher
  • Experience working with an Enterprise Resource Planning (ERP) system is desira
  • Experience working with the United Nations or a similar international organization is desirab
  • One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of another UN official language is desirable. Note: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "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 a 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 Rule
  • Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is loca
  • Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.
  • Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
  • 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 Inspira "Contact Us" link.

United Nations Considerations

  • According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
  • Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
  • The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.
  • The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
  • The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.
  • Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
  • Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
  • The United Nations places 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.
  • The United Nations Secretariat is a non-smoking environment.
  • Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).
  • Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.
  • This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage.
  • The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.
  • Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.
  • Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
  • Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.


  • Under the overall supervision of the Head of the Sustainable Mobility Unit, and the direct supervision of the Associate Administrative Officer, the incumbent will be responsible for the following duties:

Responsibilities

Human Resources Management

  • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training ensuring consistency in the application of regulations and procedures.
  • Liaises with the branch office and central administration as required to ensure timely processing of all Unit’s HR matters.
  • Drafts and revises requests for job classifications and requests for vacancy announcements.
  • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements within the unit.
  • Provides advice and guidance to Unit’s staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
  • Drafts and revises requests of Special Services Agreements for consultants and individual contractors, liaising with project managers and finance assistant as necessary.

General Administration ·

  • Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to the Head of the Unit and the programme officers in the Unit.
  • Maintains liaison with the Branch Office and other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks.
  • Compiles quarterly reports (e.g. travel, human resource, hospitality and procurement), uploading unit’s quarterly reports on UNEP’s Delegation of Authority Portal.
  • Ensures smooth and efficient information flow within the unit; prepares and processes general and confidential information; assists in the development of office administrative systems and procedures.
  • Provides assistance in organizing and coordinating administrative arrangements of service-wide activities (meetings, conferences, workshops, training), special projects and events.
  • Responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
  • Serves as the Unit’s leave monitor. ·Performs other duties as assigned.
  • Serves as the procurement focal point for office supply and equipment order.
  • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, consultants and meeting participants.
  • 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.
  • Maintains up-to-date work unit files (both paper and electronic).
  • Provide back-up support and perform any other duties as required.

Contract Administration ·

  • Assists with day-to-day administration of contracts between the unit and vendors, consultants/individual contractors for procured goods and services received.
  • Verifies the vendors' invoices against the goods and services provided by the vendor.
  • Processes and monitors the payment requests of vendors’ invoices and consultants/individual contractors payments.
  • Performs other duties as required.

Assets Inventory Management

  • Maintaining and updating property records using the Inventory Management System – Hardcat. ·Monitoring the movement of the property within Transport Unit.
  • Maintaining records such as purchase orders receiving and inspection reports, other procurement correspondence,and disposal documentation related to items in the inventory.
  • Recommending and compiling the disposal of obsolete ad unserviceable property.
  • Raising requests for movers and gate Passes.

Competencies

PROFESSIONALISM:

  • Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, general administration.
  • Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situati
  • Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 w

PLANNING AND ORGANISING:

  • 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.

CLIENT ORIENTATION:

  • Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
  • Establishes and maintains productive partnerships with clients by gaining their trust and respect
  • Identifies clients’ needs and matches them to appropriate solution
  • Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
  • Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.


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