United Nations Environment Programme Administrative Assistant Jobs in Kenya

United Nations Environment Programme Administrative Assistant 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.

UNEP's Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition.

This position is located in Ecosystems Division, Administrative Services Branch, Administration and Human Resources Unit, Nairobi duty station. Under the supervision of the Administrative Officer the incumbent will perform the following duties:

Responsibilities

Human Resources Management:

• Initiates, review, process and follow-up on actions related to the administration of the unit's human resource activities such as recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training.

• Ensures consistency in the application of UN rules and procedures.

• Responds to enquiries and provide information to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, under the Staff Rules and Regulations.

• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.

• Reviews and process personnel actions through Umoja.

• Monitors staffing table and prepare relevant statistical data or charts.

General Administration:

• Drafts routine correspondence to respond to inquiries in respect to relevant administrative, financial audit, 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.

• Monitors accounts and payment to vendors and individual contractors for services.

• Conducts physical space planning; Identify office technology needs.

• Organises and coordinate seminars, conferences and translations.

• 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.

Budget and Finance:

• Assists in the preparation and review of financial and human resource proposals or requirements.

• Consolidates budget or work programme with respect to Headquarters' budget, trust funds, grants and procurement; Monitor expenditures and compares with approved budget.

• Prepares adjustments as necessary.

• Assists managers in the elaboration of resource requirements for budget submissions.

• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

• Prepares or customize financial reports from Umoja system generated reports.

• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Competencies

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.

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.

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.

Education

Completion of high school diploma is required. Supplemental training in administration; human resource; finance and budget or a related field training is desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of seven (7) years' progressive experience in administration, finance and budget, human resource or related area is required.

Experience with data extraction and data analysis using Business Intelligence or other available analytical tools is desirable.

Experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is desirable.

One (1) year or more of experience in data analytics or related area is desirable

A minimum of four (4) years work experience with an international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required.

Working knowledge of other UN official languages is desirable.

How to Apply

For more information and job application details, see; United Nations Environment Programme Administrative Assistant Jobs in Kenya

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