Administrative Assistant, G6 at United Nations Environment Programme (UNEP)

Responsibilities
General Administration:

• Maintains and monitors the Correspondence Tracking System (CTS), maintains a computerized mail logs for all new tasks and outgoing ones. Log and route daily incoming/outgoing correspondence attaching feedback, sources of their information; track correspondence by follow-up to ensure action is being taken, set up and maintain log records.
• Identifies issues requiring supervisor's attention and refers others to relevant Team Leaders for appropriate distribution.
• Regularly prepares updates, summaries and briefing notes on the status on Logs; draft responses to correspondence as requested, monitors on responses on logs progress; prepares quarterly reports on the management of logs.
• 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.

Programme Support:

• Provides substantive and administrative support in managing UNEP’s engagement in the UNRC and UNCT systems; supports the communication of regional and country priorities to the Divisions for programming purposes, coordinates and monitors multiple and diverse activities related to the UNRC and UNCT systems to ensure that management directives and decisions are properly carried out and products delivered in a timely manner;
• Research, compile, analyse, summarize, and present basic information/data on specific programmes / projects and related topics;
• Provides assistance in the overall engagement in the development and implementation of projects, resource mobilization, advocacy strategies such as organizing meetings, forums, conferences, and workshops;
• Assists in developing Africa Office contacts information database including Member States, partners and other collaborating entities for joint action and resource sharing; liaises with key project actors, including high level officers and government counterparts, when required;
• Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepare revised budget estimates.
• Drafts programme/ project summaries, coordinates review and clearance process, and coordinates with editor, translations service, etc. on finalization and publication of report multiple languages.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communicatons related to all aspects of programme/ project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.

Budget and Finance:

• Follows up with programme teams on financial and technical reporting requirements or projects, activities and other initiatives as required;
• Assists in monitoring quarterly-based review (QBR) reports and follows up with staff on required actions;
• Liaises the supervisor and Finance/Admin unit to follow up with implementing partners and ensures communication between the office and partners is up to date;
• Supports the Deputy Regional Director in liaising with the Partnership and Resource Mobilization Unit including on tracking contributions to the Environment Funds.

Perform other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to 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 work well with figures, undertake basic research and gather information from standard sources. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• 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 client.

Education

• High school diploma or equivalent is required.
• 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.

Job - Specific Qualification

• Additional training in business administration, project management, office management is desirable.

Work Experience

• A minimum of seven (7) years of experience in administration, programme/project support or related areas, is required.
• A minimum of three (3) years of experience organizing and coordinating meetings, conferences and events is desirable.
• Experience with management of correspondences including drafting of memos, letters, and other forms of communication both internal and external is desirable.
• Experience working in a multicultural team at country, regional, or global level is desirable.
• Experience in the United Nations system or a comparable international organization is desirable.
• 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 United Nations Secretariat. For the post advertised, fluency in English is required and knowledge of French is desirable. Knowledge of another official United Nations language is desirable.