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

Responsibilities

Administrative Support:

• Manages the Office of the Director in the planning, organization, and administration of the workflow in the Director's Office.
• Provides both substantive and administrative support in managing the Director's priorities and workflow and ensures that management directives and decisions are properly carried out within the set deadlines.
• 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.
• Communicates with member States, external partners and clients as directed by the Regional Director.
• Organizes the Director's calendar by scheduling and proposing timeframes for delivery of various commitments and ensuring proper time management by setting up, coordinating and scheduling meetings to ensure the efficient functioning of the office.
• Assists the Director by coordinating and following-up on tasks assigned to other staff members.
• Coordinate with service units and liaises frequently with internal team members both at Headquarters and in the field on a wide range of administrative-related issues and/or instructions
• Provides advice and clarification to General Service staff members on office management and improvement of administrative procedures.
• Performs other related administrative duties, as required (e.g., operational travel programme, meeting scheduling and support to workshops, conferences).
• Ensures adequate background is available to inform the Director's decision.
• Constantly monitors emails to bring to the attention of the Director urgent actions and drafts/responds to emails on behalf of the Director.
• Supports the drafting, proof-reading and finalizing of formal communication such as memos, note verbales, letters.
• Acts as the Regional office focal point for Executive Office correspondences as well as those of other partners.
• Prepares background documents, minutes; coordinates preparation of briefing notes and speaking points as requested
• Assists in the preparation and development of the unit's work programme and budget.
• Coordinates the engagement of staff either individually or collectively with the Regional Director.
• 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.

Human Resources Management

• Coordinates various actions related to the administration of the unit's human resource activities, e.g., recruitment, performance appraisal, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
• Provides 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.

Budget and Finance

• Assists the Director in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
• Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Perform other duties as may be assigned.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management. 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 the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• PLANNING AND ORGANIZING: Develop 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 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 the client.

Education

• High school diploma or equivalent is required.

Job - Specific Qualification

• Supplementary training in administration, international relations or related fields is desirable.

Work Experience

• A minimum of ten (10) years of experience in administrative services, human resources or related areas is required.
• The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.
• Experience working in a busy director's office at an international organization equivalent to UN is required.
• Working experience of Umoja ERP (Enterprise Resource Planning) for travel, procurement and HR functions is desirable. A minimum of one (1) year or more of experience in data analytics or related area is desirable.