Senior Administrative Assistant at United Nations Environment Programme (UNEP)

Responsibilities

• 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, etc.
• 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.

Education

• High school diploma or equivalent is required. Supplementary training in administration, office management, human resource, international relations or related fields is desirable.
• The ability to perform analysis, modeling and interpretation of data in support of decision-making.
• 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

• A minimum of ten (10) years of progressively responsible experience in administrative services, human resources or related areas is required.
• A minimum of five (5) years of experience in a busy director’s office is required.
• Working experience with Umoja or any other similar ERP/SAP for travel, procurement and HR functions is desirable.
• Working experience for United Nations or other similar international agencies is desirable.
• A minimum one (1) year or more of experience in data analytics or related area is desirable.