Job Administrative Assistant, Nairobi

Closing Date: Wednesday, 19 May 2010

Administrative Assistant, G-7
DEADLINE FOR APPLICATIONS:	19 May 2010
DATE OF ISSUANCE:	19 Apr 2010
ORGANIZATIONAL UNIT:	United Nations Environment Programme
DUTY STATION:	Nairobi
VACANCY ANNOUNCEMENT NUMBER:	10-ADM-UNEP-424290-R-NAIROBI

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Remuneration Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Responsibilities The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Ozone Secretariat is the Secretariat for the Vienna Convention for the Protection of the Ozone Layer and for the Montreal Protocol on Substances that Deplete the Ozone Layer. This post is located in the Ozone Secretariat of the United Nations Environment Programme/Executive Office (UNEP/EO) at the Nairobi duty station. Under the general supervision of the Executive Secretary and the direct supervision of the Senior Administrative Officer, the incumbent will perform the following: 1. Human Resources Management: Coordinate actions related to the administration of the human resource requirements of the Ozone Secretariat; Liaise with central administration/executive services in the completion of human resource actions;Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements; Provides information and advice staff and consultants regarding conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations; Monitor the attendance, overtime and leave (home/annual) activities of the Secretariat and maintain records under each area; Assist in coordination of E-pas and staff training; Prepare Terms of References (TORs) and payment for individual contractors; 2. General Administration Issues: Provide guidance and training to staff members in human resource and administrative issues; Provide assistance in the drafting of Host Country Agreements for hosting of the Meetings of the Parties to the Vienna Convention and the Montreal Protocol; Coordinate extensively UNON service units to ensure the physical requirements of the Secretariat are delivered; Arrange official travels for staff and consultants and maintain staff travels and missions files.3. Duties exclusive to the Mandate of the Ozone Secretariat: Pre-meeting work, in-session servicing of the meetings and post-meeting work related to the annual Meetings of the Parties to the Montreal Protocol and the triennial meetings of the Vienna Convention: Prepare and send letters of invitation for participants; Arrange travel of participants from Africa, Latin American and the Caribbean regions; Pre-encumbering of funds for tickets and DSA; Coordinate visa issues, hotels information and bookings; Register meeting delegates; Screen profiles and make corrections in the registration database; Compile and prepare list of participants; Assist in paying out of DSA; Respond to general queries; Process of travel claims.4. Provide back-up support on budget and finance: Provide assistance in the preparation and development of work programme and budget; Assist in monitoring budget/work programme; Prepare Small Scale Funding Agreements.5. Perform any other duties as assigned.

Competencies Professionalism: Ability to perform a broad range of administrative functions. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; 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.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 and 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.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.

QUALIFICATIONS

Education Completion of secondary school is required. Supplementary training in human resources management, finance or administration is desirable.

Work Experience A minimum of 7 years of progressively responsible work experience in administrative and financial services, human resources, travel arrangements or related area. Experience and knowldege of IMIS processes essential; Experience in servicing of intergovernmental meetings desirable; Work experience with the United Nations an asset.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Other Skills Excellent computer skills (MS Office, IMIS, e-mail, internet) are required; Ability to work independently is desirable; Excellent writing and editing skills required; Ability to work fast and remain calm under extreme pressure is highly desirable; Willingness to share information and mentor others are advantageous traits.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

How to apply All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary. To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password. After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications. In completing the PHP, please note that all fields marked with an asterisk must be completed. UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax. E-mail: Recruitment@unon.org, Fax: 254-20-762-4212 Please see the Frequently Asked Questions, if you encounter problems when applying.