UNEP Administrative Assistant Jobs in Kenya

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UNEP Administrative Assistant Jobs in Kenya

Job Opening Number: 16-Administration-UNEP-64895-R-Nairobi (X)

Special Notice
Appointment against this post is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.

If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

UNEP's Regional Office for Africa (ROA) helps to implement all UNEP's programmes and projects in the Africa region by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental challenges and emerging issues. This position is located in the UNEP/ROA at the Nairobi duty station.

Responsibilities
Under the supervision of the Regional Director, ROA, the incumbent will:

1. Programme Support:

Provide assistance in support of planning and implementation activities/processes for the departmental programme/project initiatives;

Research, compile, analyse, summarize, and present basic information/data on specific programmes/projects and related topics;

Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; Assist in the preparation and analysis of programme/project budget proposals;

Assist in the monitoring and evaluation of programmes/projects;

categorize, update, track and analyse data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.;

carry out periodic status reviews, identify issues and initiate requisite follow-up actions;

prepare revised budget estimates;

Report on budget revisions, expenditures and obligations, verify availability of funds;

ensure necessary approval and entry in computerized budget system;

Prepare, maintain and update files (electronic and paper) and internal databases;

Draft correspondence and communication related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues;

Provide guidance and training to new/junior staff.

2. General Administration:

Maintain and monitor the Correspondence Tracking System (CTS), maintain a computerized mail logs for all new tasks and outgoing ones.

Log and route daily incoming/outgoing correspondence attaching feedback, sources of their information;

track correspondence by follow-up to ensure action is being taken, set up and maintain log records;

Identify issues requiring supervisor's attention and refers others to relevant Team Leaders for appropriate distribution;

regularly prepare updates, summaries and briefing notes on the status on Logs;

draft responses to correspondence as requested, monitors on responses on logs progress.

3. Budget and Finance:

Monitor expenditures and compares 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, analyzing variances between approved budgets and actual expenditures;

Perform other duties as assigned.

Competencies

Professionalism:

Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment.

Skills and ability to extract, interpret ,analyse and format data cross the full range of finance and budget functions.

Ability to identify and resolve data discrepancies and operational problems .

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.

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 the audience;

demonstrates openness in sharing information and keeping people informed.

Team work:

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

Education

Completion of secondary school is required. Must have passed the United Nations Global General Service Test (GGST), or the United Nations Administrative Support Assessment Test (ASAT), administered by Headquarters, or Offices Away from Headquarters.

Supplementary training in Programme/Project management/Administration is desired.

Work Experience

A minimum of seven years of experience in Programme/Project Administration or related area is required, some of which should be in an international setting.

Languages
For the post fluency in oral and written English is required.

Knowledge of another UN official language is an advantage.

Assessment
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

For more information and job application details, see; Administrative Assistant Job

Closing date: 3rd Dec 2016

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