United Nations Environment Programme Staff Assistant Jobs in Kenya

United Nations Environment Programme Staff Assistant Jobs in Kenya

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. This post is located in the UNEP Executive Office in Nairobi. This position performs duties of Personal Assistant to the Chief of Staff. The incumbent will perform the following duties:

Responsibilities

• Performs, under minimal supervision, the full range of office management and administrative support functions, typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.

• Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks.

• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.

• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches.

• Provides assistance in the coordination of service-wide activities (meetings, training), special projects and events.

• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.

• Attends meetings, prepares minutes, monitors follow-up activities.

• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.

• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.

• Responds to complex information requests and inquiries (e.g. answers requests requiring file search).

• Assists in the preparation of presentation materials using appropriate technology/software.

• May provide some specialized support to unit (e.g. technology support, editing, desktop publishing).

• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.

• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications).

• Maintains files (both paper and electronic) and databases for work unit.

• 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.

• Performs other duties as assigned.

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. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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.

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.

Work Experience

A minimum of five (5) years of experience in general office support, administration or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.

Experience in support of senior officials is required.

Experience using an Enterprise Resource Planning (ERP) system is desirable.

Experience working with the United Nations or similar international organization is desirable.

One year (1) 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 post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable. Note: "Fluency" equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

How to Apply

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

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