Staff Assistant, G5 at United Nations Environment Programme (UNEP)

This post is located in the Ecosystems Division, at the Nairobi duty station. Under the overall supervision of Chief, Biodiversity, People and Landscapes Unit, the incumbent will perform the following duties:

Responsibilities

1. Assists in the coordination of programme/project planning and preparation work for the Unit programme/ project initiatives (partnership due diligence, legal agreement drafting); monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
2. Compiles, summarizes, and presents basic information/data on specific programmes /project and related topics or issues.
3. Provide support to the respective Programme Officers in reviewing project documents for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature.
4. Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
5. Serves as focal point for administrative coordination of programme /project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, meeting logistics, authorization of payments, disbursement of funds, procurement of equipment and services.
6. Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, and brings to the attention of management.
7. Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
8. Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, documenting meeting decisions, drafting agendas.
9. 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.
10. Assists with visualizations and updating information material such as web pages or brochures.
11. Provides guidance/training to new/junior staff.
12. Performs other duties as assigned.

Competencies

1. PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
2. ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
3. 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

1. High school diploma or equivalent is required.
2. 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

1. Five (5) years of experience in programme or project administration, budget monitoring and planning, technical cooperation or related area is required.
2. Experience in the UN or a similar international organization is desirable.
3. 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 post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

NOTE: ''Fluency'' equals a rating of ''fluent'' in all four areas (read, write, speak, understand)
and ''Knowledge of'' equals a rating of ''confident'' in two of the four areas.