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

• The position is located in the UNEP/Industry and Economy Division, Director’s Office in Nairobi. Under the direct supervision of the UN Coordination Officer, and the overall supervision and daily guidance of the Director, the incumbent will be responsible for the following duties:

Responsibilities

• Independently manages the Office of the Director and the planning, organization, and administration of the Director’s Office workflow. Provides substantive and administrative support in managing the Director’s priorities and workflow and ensures that management directives and decisions are properly carried out by the deadline.
• Supports the functions of the Director by managing the Director's agenda and scheduling her meetings, deriving priorities and relevant information by monitoring the Director's e-mail inbox and by ensuring a consistent communications flow with relevant partners and counterparts.
• Supports the Director with actions to be taken in UMOJA, Inspira, WeCollaborate and Partnership portals. Analyzes relevant requests, ensuring adequate background is available to inform Director’s decision, and ascertains that all approvals /due diligence have been completed before the request reaches the Director for final clearance.
• Consistently monitors the Director’s e-mail inbox and brings to the attention of relevant colleagues’ specific correspondence for information and/or action, clearly communicating the Director’s instructions and expectations, and monitoring task completion.
• Responds to e-mails on behalf of the Director, and/or provides the Director with draft e-mails and e-mail replies.
• Flags/unflags Director's e-mails on Director's inbox and provides the Director with a weekly summary of pending tasks requiring attention/action to facilitate management functions. Responds to e-mails on behalf of the Director, and/or provides the Director with draft e-mails and e-mail replies.
• Supports the drafting and finalizing of formal communications including memoranda, letters, Note Verbales to external and internal entities. Serves as the division focal point for Executive Office Correspondence Tracking System.
• Prepares all the necessary background documentation for the Director’s meetings with UN and non-UN constituencies and arranges physical and virtual venues and logistics. Responsibilities range from the organization/circulation of the agenda, issuance of invitation letters, drafting of background documents, minutes, and the coordination of briefing notes requested by the Director in preparation of meetings and speaking engagements.
• In coordination with PMAU, assists with day-to-day administration of contracts between the UN and external contractors for outsourced services relevant to the Nairobi duty station.
• Prepares and processes, as may be required, UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys relevant to the Nairobi duty station.
• 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.
• Performs other relevant duties as may be requested.

Competencies

• PROFESSIONALISM: Ability to identify issues, analyze and participate in the resolution of issues/ problems. Ability to apply judgment in the context of an assignment given. Shows pride in work and in achievements; 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. Ability to perform analysis, modeling and interpretation of data in support of decision-making.
• 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 accomplishment and accepts joint responsibility for team shortcomings.
• 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.

Education

• Completion of High School Diploma or equivalent is required.

Job - Specific Qualification

• Additional education or technical training in the field of administration is desirable.

Work Experience

• A minimum of ten (10) years of relevant and progressive experience in administration of which two (2) of the ten (10) years' should be in front office coordination, 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 in supporting the functions of UN senior managers or senior managers in an international organization is desirable.
• Experience in organizing complex missions and coordinating briefing notes and background documents in view of high-level meetings is required.
• Experience in drafting, editing, and formatting documents (briefing notes, e-mails, memoranda, letters to high-level counterparts) is required.
• Experience in coordinating electronic agenda and organizing in-person and on-line meetings, workshops and conferences is required.
• Experience in backing-up e-mail correspondence on behalf of others is desirable.
• Experience in keeping an overview of pending tasks and supporting principals in prioritizing their tasks (including through written summaries) is desirable.
• Work experience using Enterprise Resource Planning Systems, e.g., Umoja 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 position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Closing Date: 25 October 2023