Senior Administrative Assistant, G7 at United Nations Environment Programme (UNEP)

This position is located in the Public Sector Partnerships and Resource Mobilization Unit , Corporate Services Division, at the Nairobi duty station. Under the direct supervision of the Senior Programme Management Officer, the incumbent will perform the following functions;

Responsibilities

• Management of Unit's correspondence, records and archives and correspondence campaigns
• Manages incoming and outgoing correspondence of Unit including assigning items to team members, responds and drafts responses that require background and file searches and oversees timely and accurate finalization and submission of responses. Prepares, processes and classifies confidential information.
• Maintains and updates correspondence logs in coordination with Director's and Executive Office.
• Leads the management and maintenance of the Unit's archives and records.
• Manages the schedule for fundraising correspondence, coordinates execution of correspondence campaigns in collaboration with the regional offices and the Executive Office.
• Human Resources Management
• Coordinates and provides advice on various actions related to the administration of Unit’s human resource activities, e.g. recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training. Ensures consistency in application of UN rules and procedures. Liaises with central administration/executive services as required.
• Oversees maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Reviews and processes personnel actions in UMOJA.
• Advises staff on visa matters.
• Provides advice and answers general queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, privileges and entitlements under the Staff Rules and Regulations.
• Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
• Monitors staff training activities and ensures compliance with UN Mandatory Training.
• Budget and Finance
• Provides expert assistance in preparation and development of the unit's work programme and budget.
• Assists in monitoring budget/work programme with respect to various budgets and funds on a regular basis, suggests and implements reallocations of resources as necessary.
• Collects data from relevant databases and prepares customized financial reports.
• Reviews, analyses and assists in finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements, including programmatic aspects; ensures compliance with medium-term plan and other legislative mandates.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Reviews requisitions for goods and services to ensure correct objects of expenditure have been charged and 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, analysing variances between approved budgets and actual expenditures.
• General Administration
• Provides guidance and training to other staff in the area of responsibility.
• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
• Coordinates extensively with other service units and liaises frequently with internal team members.
• Establishes/improves administrative procedures and systems including overseeing preparation and updating of Standard Operating Procedures.
• Assists in monitoring the implementation of Unit’s workplans including compliance with requirements and timelines.
• Organizes and coordinates preparation of major meetings, seminars and events including annual consultations and outreach events with funding partners.
• Coordinates regular staff meetings schedules, keeps records and takes follow up action.
• Performs other related administrative duties as required e.g. operational travel programme - makes travel arrangements for staff including flight bookings, visa and hotel bookings; procurement: prepares procurement plans for the Unit, creates purchase orders for office supplies in UMOJA, audits supplier invoices against goods and services provided, processes and monitors payments; physical space planning, property management, identification of office technology needs and maintenance of equipment, software and system.
• Performs any other duties as 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. 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.
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• 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.
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• 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.
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• 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. Supplementary training in administration, finance, budget, accounting or related field 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.

Work Experience

• Ten (10) years of experience in administrative services, accounting, audit, human resources or related area is required.
• Experience in budget and financial management is desirable.
• Experience in organizing meetings and events is desirable.
• Experience in Enterprise Resource Planning (ERP) system is desirable

Closing 6 September 2022