ADMINISTRATIVE ASSISTANT [TEMPORARY]
Level: G-6
Job ID: 217087
Job Network: Management And Administration
Job Family: Administration
Duty Station: Nairobi
Application Deadline: September 25, 2023
Job Opening
| Posting Title: | ADMINISTRATIVE ASSISTANT, G6 (Temporary Job Opening) |
| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | United Nations Environment Programme |
| Duty Station: | NAIROBI |
| Posting Period: | 12 September 2023 – 25 September 2023 |
| Job Opening Number: | 23-Administration-UNEP-217087-J-Nairobi (X) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations system’s designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.
The overall objective of UNEP’s Industry and 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.
This post is located at the Nairobi duty station. Under the overall guidance of the Chief of PMAU and direct supervision of the Administrative Officer, the incumbent will perform the following duties:Responsibilities
1. Human Resources Management:
a. Initiates, reviews, processes and follows-up on actions related to the administration of the human resource activities, e.g., recruitment of staff , consultants, and Interns, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
b. Processes Job Openings in INSPIRA keeping track of open vacancy announcements.
c. Prepares documentation and background materials on classification related matters.
d. Coordinates requests for Flexible Working Arrangements (FWA) and ensure data tracking.
e. Liaise with Divisional HR Focal Points to facilitate a smooth workflow within the Division and the Branch regarding ongoing recruitments.
f. Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
g. Monitors staffing table and prepare relevant statistical data/charts for senior management.
h. 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.
i. Assists with visualizations and updating information material such as web pages or brochures.
j. Performs other related administrative duties, as required.
2. Contract Administration – Requisitioner – CIC and Procurement:
a. Prepares requisitions in Umoja for shopping carts for consultant contracts, ensuring proper procedures and overseeing consolidated monthly consultant payroll.
b. Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
c. Processes the payment of contractors’ invoices and monitor payments.
d. Prepares and processes all UN forms and permissions for contractual work, including UN grounds passes and property passes.
3. General Administration:
a. Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, consultants, and meeting participants.
b. Draft correspondence to respond to enquiries in respect to relevant administrative and personnel matters.
c. Performs other related administrative duties, as required, e.g. monitoring accounts and payment to vendors and individual contractors for services, physical space planning and meeting room reservations, organizing and coordinating administrative arrangements for meetings and conferences.
d. May be responsible for guiding, training, and supervising the work of junior General Service staff.Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions with a focus on Human Resources. Ability to apply knowledge of various United Nations administrative and Human Resources rules and regulations in work situations. Ability to perform analysis, modeling and interpretation of data in support of decision-making.
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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
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.Education
Completion of a High school diploma or equivalent is required.Job – Specific Qualification
Relevant training in the field of Human Resources or Administration is desirable.Work Experience
A minimum of seven (7) years progressively responsible experience in administration with a focus on human resources or personnel management is required.
Experience in administration, project management, personnel administration, and/or procurement is required.
Experience using Enterprise Resource Planning (ERP) software i.e. Umoja or a similar ERP/SAP system is required.
Experience providing guidance to staff on administrative and human resources rules and regulations is desirable.
Experience working with UN rules and regulations or of a similar international organization 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 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.Special Notice
This position is temporarily available for a period of 364 days and may be subject to extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. his temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.”
Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
On-line applications will be acknowledged where an email address has been provided. 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. 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 “Contact Us” link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.
The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity.
By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.
Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.