Special Assistant Administration (6 months), P4 at United Nations Environment Programme (UNEP)

Responsibilities

The post is located in the Nairobi duty station. Under the direct supervision of the Director, Corporate Services, the incumbent will carry out the following duties:

• Support and advise the Director:
• Undertakes research and analysis on any issue of relevance to the Director, such as policy issues, administrative matters, local conditions. Identifies trends and potential problems, briefs the Director and makes recommendations.
• Prepares background and briefing papers, as well as talking points for the Director in preparation of meetings and assists in the preparation of such meetings.
• Leads in coordinating the preparation and implementation of the Division's work programme and budget to ensure compatibility with work priorities and objectives, considering the most effective use of resources.
• Liaises closesly with colleagues in the Division on diverse matters and brings to the attention of the Director urgent and sensitive matters.
• Establishes and maintains procedures, standards and tools which are consistent with UN policy and practice to ensure proper adherence to human resources matters and financial management and control.
• Provides expert guidance to more junior staff.
• Maintain liaison with Divisions, the Executive Office, Senior Management and UNEP Regional and out-posted Offices:
• Ensures prompt and efficient liaison and coordination between the Director and UNEP Divisions and Offices.
• Working with the relevant staff from the divisions and offices, drafts reports for the Director, including on issues of a sensitive or confidential nature.
• Assesses implications and make recommendations to the Director on possible strategies and other measures to address issues of concern and to advance mandated objectives.
• Maintains calendar and monitors delivery of key reports and deliverables that are requiring Divisional input or leadership, particularly to members states and UN committees and partners.
• Support the Director's meetings and missions :
• Assists in planning for and participating in meetings of the United Nations Environmental Assembly (UNEA) and the Committee of Permanent Representatives.
• Ensures that the Director is effectively able to participate in and lead, when appropriate, meetings with the UNEP Senior Management Team and other internal bodies as necessary.
• Coordinates the preparation of extensive briefing materials, speeches and mission files, ensuring the materials from other offices are submitted in a timely manner and are of high quality.
• Assists in follow-up actions arising from missions, including the finalization of mission reports and dissemination of relevant information to colleagues in other parts of UNEP.
• Support the Director to maintain close contact with governments, delegations, senior officials of the UN and UN system including audits and investigations.
• Facilitates effective communication and contacts with governments, delegations and senior UN officials on administrative and other operational matters.
• Brings to the attention of the Director issues relevant to UN Environment's bilateral relations with governments and inter-agency cooperation.
• Identifies, analyzes and monitors political developments, trends and emerging issues that could affect the work of UNEP.
• Supports the coordination of UNEP's engagement and commitments in relevant UN System-wide processes and initiatives including the liaison with UN Office in Nairobi, UN Reforms, Post-2015 development agenda, UNDP/UN Environment Memorandum of Understanding and the United Nations Development Group (UNDG) processes.
• Assists in coordination of responses to audits and follows up on the implementation of audit recommendations.
• Supports the Director in planning the logistics of investigations and in following up on the recommendations from investigations, as required.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Performs other related work as may be required by the Director.

Competencies

• PROFESSIONALISM: Knowledge of environmental, socio-economic and governance aspects of sustainable development is desirable. Ability to coordinate the development of policy options, undertake background research, and draft analytical papers and documents on cross-cutting issues related to UNEP. Ability to develop systematic links with outside academic institutions, research centers, think tanks and foreign policy forums. Ability to organize meetings and forums on topical, substantive cross-cutting issues. Ability to act as a UN system focal point on thematic policy matters of relevance to UNEP. Ability to develop partnerships and work collaboratively with other parts of the UN system and external partners. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Demonstrable skills in working in cross functional teams. 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.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• 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

• Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, social sciences, management or related areas is required.
• A first level university degree in combination with two (2) additional years of relevant qualifying experience may be accepted in lieu of the advanced degree.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Work Experience

• A minimum of seven (7) years of progressively responsible professional experience in administration, finance, accounting, human resources management or related field is required.
• Experience working in the Front Office of a Division or with the Chief of Branch is desirable.
• Two (2) years or more of experience in data analytics or related area is desirable
• Experience at the international level including relevant environment/development working experience in the UN context is desirable.