Senior Administrative Assistant at the United Nations Environment Programme (UNEP)

  • Full Time
  • Nairobi

UNEP

Responsibilities
Human Resources Management

  • Coordinates various actions related to the administration of the Division human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., 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.
  • Provides advice and answers general queries on classification procedures and processes.
  • Provides information and advice to staff/personnel 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/systems/Business Intelligence platforms and prepares customized HR reports.

Budget and Finance

  • Assists in monitoring budget/staff related costs and suggests reallocations of resources and implements the reallocations as necessary.
  • Helps 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 in the Division, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
  • Assists the Senior Administrative Officer 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.

General Administration

  • Serves as a communication link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the Director’s attention.
  • Acts as focal point for Climate Change Division correspondence logs, routing, and follow-up to ensure timely response and closure of log in the system.
  • Provides advice and clarification to staff members on office management and improvement of administrative procedures.
  • Provides substantive and administrative support in managing priorities and workflow of the Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner.
  • Liaises with the Executive Office to support on confidential matters related to handling of sensitive documentation and calendar management.
  • Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, 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.

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.
  • Processes the payment of contractors’ invoices and monitor payments.

Competencies

  • PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modelling 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 thegoal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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.
  • 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 solutions; monitors ongoing developments inside and outside theclients’ 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.

Education

  • High school diploma or equivalent is required.

Work Experience

  • Ten (10) years of experience in human resources, finance, accounting, administration or related area  is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree.
  • Five (5) years’ experience with an Enterprise Resource Planning (ERP) system is required.
  • Experience working with the UN or similar international organization is desirable
  • Experience in managing and supporting a complex office 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 oral and written 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, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Deadline : Dec 24, 2023

To apply for this job please visit careers.un.org.