United Nations Senior Administrative Assistant Jobs in Kenya
United Nations Senior 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.
The overall objective of the UNEP's Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive.
It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities (http://www.unep.fr/).
The position is located in the Economy Division, Executive Office at Nairobi’s duty station. Under the direct supervision of the Coordinator Officer, the incumbent will perform the following tasks:
Responsibilities
Independently manages the Office of the Director and the planning, organization, and administration of the Director’s Office workflow. Provides substantive and administrative support in managing the Director’s priorities and workflow and ensures that management directives and decisions are properly carried out by the deadline.
Supports the functions of the Director by managing the Director's agenda and scheduling her meetings, deriving priorities and relevant information by monitoring the Director's e-mail inbox and by ensuring a consistent communications flow with relevant partners and counterparts.
Supports the Director with actions to be taken in UMOJA, Inspira, WeCollaborate and Partnership portals. Analyzes relevant requests, ensuring adequate background is available to inform Director’s decision, and ascertains that all approvals /due diligence have been completed before the request reaches the Director for final clearance.
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements, for the Director’s review. In coordination with Programme Management Administrative Unit (PMAU), answers general queries on visa related matters, classification procedures etc., and provides general information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Monitors the Economy Division HR dashboard to provide the Director with human resource activities information, e.g., appointments, retirement, expiration of appointments, reassignments, transfer, and movement of staff.
Consistently monitors the Director’s e-mail inbox and brings to the attention of relevant colleagues’ specific correspondence for information and/or action; monitors task completion.
Flags/unflags Director’s e-mails on Director’s inbox and provides the Director with a weekly summary of pending tasks requiring attention/action to facilitate management functions. Responds to e-mails on behalf of the Director, and/or provides the Director with draft e-mails and e-mail replies.
Supports the drafting and finalizing of formal communication including memoranda, letters, Note Verbals to external and internal entities.
Serves as the division focal point for Executive Office Correspondence Tracking System.
Prepares all the necessary background documentation for the Director’s meetings with UN and non-UN constituencies and arranges physical and virtual venues and logistics which include organization/circulation of the agenda, issuance of invitation letters, drafting of background documents, minutes, and the coordination of briefing notes requested by the Director in preparation of meetings and speaking engagements.
In coordination with PMAU, assists with day-to-day administration of contracts between the UN and external contractors for outsourced services relevant to the Nairobi duty station.
Processes the payment of contractors' invoices and monitors payments.
Prepares and processes, as may be required, UN grounds passes, property passes, UN parking permits, swipe-card access and door keys relevant to the Nairobi duty station.
Performs other relevant duties as may be requested.
Competencies
Professionalism: Knowledge of UNEP internal policies, processes and procedures, and operating systems/platforms.
Knowledge of UN protocol. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems. Demonstrated ability to apply judgment in the context of assignments given and apply confidentiality, discretion, resourcefulness and ability to deal proactively and tactfully with internal and external constituencies. 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.
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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise and 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
High school diploma or equivalent is required. Supplementary formal education and training in administration, office management, or any other related field 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 ten (10) years’ experience in administration required,
Two (2) of the ten (10) years' experience in front office coordination is required.
Experience in organizing complex missions is required.
Experience in coordinating briefing notes and background documents in view of high-level meetings is required
Experience in organizing in-person and on-line meetings, workshops and conferences is required.
Experience in coordinating electronic agenda is required.
Experience in drafting, editing, and formatting documents (briefing notes, e-mails, memoranda, letters to high-level counterparts) is required.
Experience in backing-up e-mail correspondence on behalf of others is desirable.
Experience in keeping an overview of pending tasks and supporting principals in prioritizing their tasks (including through written summaries) is desirable.
Work experience using Enterprise Resource Planning Systems, eg, Umoja is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of French or 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.
How to Apply
For more information and job application details, see; United Nations Senior Administrative Assistant Jobs in Kenya
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