Staff Assistant at United Nations Environment Programme (UNEP)

Responsibilities

This post is located in the UNEP Executive Office at the Nairobi duty station. Under the direct supervision of the Special Assistant to the Deputy Executive Director, the incumbent will perform the following duties:

• Ensuring efficient information flow within the immediate office of the Deputy Executive Director and within the Executive Office:
• Attending to and screening incoming calls and/or re-routing them to the relevant offices and officers with a clear notice of confidentiality and discretion.
• Screening incoming mail for the Deputy Executive Director, distinguishing any confidential matters and forwarding routine correspondence to Administrative Assistant responsible for logging and appropriate follow-up.
• Following-up on actions to be taken indicated in the correspondence tracking system, Unite Docs, on a weekly basis in liaison with the Special Assistant to the Deputy Executive Director.
• Assisting in drafting correspondence, as required, for the signature of the Deputy Executive Director.
• Assisting with responding to requests on documents from the Deputy Executive Director's office.
• Finalizing urgent draft letters requiring the Deputy Executive Director's signature.
• 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.
• Providing administrative support to the Executive Office in coordination with the Coordinator:
• Undertaking all logistical travel planning for Executive Office including the Special Assistants (as applicable) on official missions and other staff.
• Liaising with travel agents to provide options for Executive Office staff travel and related costings.
• Making hotel reservations, airport transfers, security clearances; Informing all relevant parties of the Executive Director's and Deputy Executive Director's travel plans in accordance with standard operating procedures.
• Receiving high-ranking officials attending meetings with the Deputy Executive Director.
• Providing full back-up support to the Personal Assistant and to the Deputy Executive Director as and when required.
• Performing other related duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of general office and administrative support including but not limited to administrative policies, processes and procedures related to budget, finance, procurement, legal agreements and human resources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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.
• 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.

Education

• High school diploma or equivalent is required. Supplementary training in secretarial, administration or project management, or other related area, 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

• A minimum of five (5) years of progressively responsible experience in secretarial and text processing work or related area is required.
• Experience working with Enterprise Resource Planning (ERP) systems such as SAP-System Analysis Program Development (Umoja) is required.
• Experience in supporting senior management/front office 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 post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.