UNEP Administrative Assistant - Nairobi Jobs in Kenya

UNEP Administrative Assistant - Nairobi Jobs in Kenya

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) 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.

The Corporate Services Division (CSD) is the guardian of UNEP's corporate interest, mitigating the organization's exposure to risk and supporting it with up-to-date management tools, guidelines and capacity building.

CSD oversees UNEP's efficient and effective management as well as adherence to the core values of the UN in line with relevant accountability requirements, rules and regulations. This position is located in the Human Resources Section, Corporate Services Division, at the Nairobi duty station. Under the supervision of the HR Officer in charge of the Recruitment and Staffing Unit, the incumbent will be responsible for the following duties:

Responsibilities

Human Resources Management

Initiates, reviews, processes and follows-up on actions related to human resources activities, e.g., engagement of non-staff personnel and Consultants and Individual Contractors (CICs) in the application of UN rules and procedures.

Responds to enquiries and provides information and advice to staff and HR focal points regarding Consultancies and Individual Contractors, administrative procedures, processes and practices, conditions of service, duties and responsibilities under the Staff Rules and Regulations and guidance.

Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes requests through weWork.

Monitors personnel data and prepares relevant statistical data/charts for general and audit queries.

General Administration

Drafts routine correspondence to respond to inquiries in respect to relevant administrative, audits, and personnel matters.

Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.

Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; organizing and coordinating seminars, conferences and translations.

Will be responsible for guiding, training, and supervising the work of more junior staff.

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.

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.

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; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

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& 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.

Job - Specific Qualification

Bachelor's degree in human resources, business administration and other related area is desirable.

Supplemental training in human resources, administration or related area is desirable.

Work Experience

A minimum of seven (7) years of relevant work experience in administrative services and human resources or related area is required.

The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.

Experience with Enterprise Resource Planning (ERP) such as weWork and Inspira is required.

Experience in processing Consultants and Individual Contractors (CIC) contracts is desirable.

Experience in client service provision to local and outposted offices is desirable.

Experience with Ms Excel 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 position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

How to Apply

For more information and job application details, see; UNEP Administrative Assistant - Nairobi Jobs in Kenya

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