Team Assistant, G4 at United Nations Environment Programme (UNEP)

Responsibilities

This position is located in the Ecosystems Division at the Nairobi duty station. Under the general supervision of the Administrative Officer, the incumbent will perform the following office support and administrative functions:

• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the unit's outputs, products, tasks, where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures to ensure compliance with relevant legal, financial and other requirements. Researches, compiles and organizes information and reference materials and data from various sources for reports, studies, briefings, meetings/conferences.
• Generates a variety of standard statistical and other reports, work orders using various databases. Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling. Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences. Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. Assists in

the preparation of presentation materials using appropriate technology/software. Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit. Performs data entry and extraction functions.

• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.
• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/ documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
• Maintains files (both paper and electronic) and databases for work unit. Assists in providing software and office equipment support. Provides guidance to less experienced staff on general office processes and procedures, computer applications.
• Performs other duties as assigned.

Competencies

1. PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
2. 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.
3. 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

High school diploma or equivalent is required.

Work Experience

1. A minimum of four years of relevant working experience in general office support, administration or related area is required.
2. Experience in the UN common system or similar international organization is desirable.
3. Experience with Enterprise Resource Planning (ERP) Systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Working knowledge of another UN official 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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is temporarily available for an initial period of eleven (11) months may be subject to extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.