administrative assistant, g-6
UNEP, nairobi - kenya
|Posting Title:||ADMINISTRATIVE ASSISTANT, G6|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||United Nations Environment Programme|
|Posting Period:||29 January 2018 – 27 February 2018|
|Job Opening Number:||18-Administration-UNEP-91523-R-Nairobi (X)|
Org. Setting and Reporting
The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This post is located in the Corporate Services Division, at the Nairobi duty station. Under the supervision of the Senior Human Resources Advisor, the Administrative Assistant will be responsible for the following:
HUMAN RESOURCES MANAGEMENT:
·Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
·Respond to enquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
·Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
Monitor staffing table and prepare relevant statistical data/charts.
BUDGET AND FINANCE:
· Assist in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
· Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
· Assist managers in the elaboration of resource requirements for budget submissions.
· Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
· Prepare or customize financial reports from system generated reports.
· Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.
· Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
· Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
· Perform other related administrative duties, as required
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.
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.
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.
Completion of secondary education or equivalent is required. Supplementary technical training in administrative services, finance, accounting, audit, human resources or related area is highly desirable.Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test ( GGST)at Headquarters or an equivalent locally-administered test at Offices Away from the Headquarters.
Seven years of progressively responsible work experience in administration or related area is required. Experience in the UN common system is desirable. Knowledge of UN
rules and regulations, especially those related to human resources and administration are an asset.
English and French are the working languages of the United Nations Secretariat. For this position fluency in oral and written English is required. Knowledge of another UN official language is an advantage
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
This position is funded for an initial period of one year and may be subject to extension. 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 in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. 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 resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.