Administrative Assistant at United Nations Environment Programme (UNEP)

Responsibilities

• Provide general administrative support to the Chief of Branch, Early Warning and Data Analytics Branch:   Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters.  Coordinate interactions with units and liaise frequently with regional team members.  Review documents, reports and/or contracts and correspondence to ensure compliance with relevant rules and procedures prior to submission to the Chief of Branch for approval and signature.  Schedule branch meetings: liaise with the Chief and Heads of Units for preparation of agenda, book venue and ensure preparation and distribution of meeting documentation, circulate agenda, draft action notes and circulate to ensure follow-up of the action items derived in the meetings.  Assist in drafting memos communicating directives, instructions and other policy or general branch activities and disseminating them on behalf of the Chief of Branch.  Exercise quality control function for all outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.  Correspondence management - review incoming mail and matters requiring action by the Chief of Branch, prioritize and propose appropriate actions.  Schedule and diarize appointments for the Chief of Branch as required.  Undertake searches for information from archives, files to facilitate relevant communications.  Maintain up-to-date work unit files (both paper and electronic).  Assist with other Branch tasks as may be required.  Provide general programmatic and administrative support in the Early Warning and Data Analytics Branch, Early Warning and Assessment Division:  Carry out logistics for meetings; organize travel, process and pay out Daily Subsistence Allowance (DSA) to meeting participants.  Attend Divisional meetings and do follow up on actions decided at the meetings that are related to Early Warning and Data Analytics Branch.  Collate and compile Branch Travel and Leave plans for Divisional planning:  Collate and compile for approval by the Branch Chief reports to the Division Director e.g. ED Matrix ;  Review contracts, reports, contracts, documents, verify Coding Blocks with FMO, prior to submission to Chief of Branch for approval and signature.  Serve as focal point for contract – individual and/or consultants: review, prepare background supportive documents and do necessary related follow-up on actions.  General Support in the day-to-day operations:  Undertake any other duties and responsibilities to maximize the Division effectiveness and efficiency as required.  Provide general guidance and training to new staff on general office procedures and operations and use of tools e.g. Umoja, I-need, Inspira.  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.  Provide back-up support to other Administrative and Programme Assistants as and when needed.

Competencies

• PROFESSIONALISM: Knowledge of policies, processes and procedures generally and in particular those related to office administration services. Knowledge of environmental or sustainability issues. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. The ability to perform analysis, modelling 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. 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.
• 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.  
• PLANNING AND 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.

Education

• High school diploma or equivalent is required.

Job - Specific Qualification

• Training in administration, general office support or related area is desirable.    

Work Experience

• A minimum of seven (7) years progressively responsible experience in administration or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.    One (1) year or more of experience in data analytics or related area is desirable.    Experience in the United Nations System or other comparable international organization is desirable.    Experience working with ERP systems, such as Umoja, is desirable.