Join the United Nations Environment Programme (UNEP): Senior Administrative Assistant (G-7)
Duty Station: Nairobi, Kenya | Job Opening ID: 256052 | Deadline: 11 June 2025
Are you a highly organized and experienced administrative professional looking to make a global impact? The United Nations Environment Programme (UNEP) invites you to apply for the position of Senior Administrative Assistant (G-7) within the Office of the Director, Climate Change Division, at our Nairobi duty station.
As the leading global environmental authority, UNEP sets the international environmental agenda, promotes sustainable development, and advocates for climate stability through innovation, credible science, and country-specific strategies. The Climate Change Division delivers strategic guidance and accelerates transformative climate action by enhancing capacity, enabling access to finance and technology, and fostering resilience.
We are looking for an individual who thrives in a fast-paced environment, has a meticulous eye for detail, and is driven to support high-level operations that make a difference on a global scale.
About the Role: Senior Administrative Assistant (G-7)
As a Senior Administrative Assistant, you will support the Director and the Special Assistant of the Climate Change Division by ensuring smooth, efficient administrative operations in a high-level, dynamic office. You will contribute significantly to the delivery of UNEP’s climate goals by facilitating effective coordination and execution of internal and external administrative processes.
Key Responsibilities:
Under the overall supervision of the Director and the direct supervision of the Special Assistant, your core duties will include:
1. Executive Office Support:
- Provide direct administrative support to the Director, including managing calendars, scheduling meetings, handling confidential information, and responding to inquiries.
- Coordinate travel arrangements, visas, accommodation, and transport for the Director and senior team members.
- Draft, format, and manage official correspondence and documentation, ensuring adherence to UN standards.
- Support the organization of internal and external meetings, including agenda preparation, minutes, and follow-ups.
2. Office Management and Coordination:
- Oversee the general administrative functions of the Office of the Director, ensuring efficiency, compliance, and timely service delivery.
- Monitor and manage workflow within the office, ensuring tasks are completed accurately and on schedule.
- Coordinate activities and communication among the Division’s senior management, other UNEP Divisions, UN offices, and external partners.
- Maintain an efficient filing and retrieval system (both digital and physical) to support decision-making and institutional memory.
3. Budget and Procurement Assistance:
- Assist in the preparation and monitoring of budgetary and financial documents.
- Support procurement procedures including drafting requisitions, tracking contracts, and liaising with suppliers and procurement staff.
- Maintain records of commitments and expenditures to ensure compliance with financial policies.
4. Human Resource Support:
- Assist with recruitment-related administrative tasks including job descriptions, interview coordination, and onboarding.
- Track leave, time management, and staff movements for the Division’s team.
- Liaise with Human Resources regarding contractual issues and staff entitlements.
5. Communications and Reporting:
- Draft internal communication documents and prepare background materials and briefing notes.
- Maintain contact databases and distribution lists for effective communication with internal and external stakeholders.
- Monitor, compile, and format regular updates and reports for the Division’s leadership team.
6. Event Coordination and Logistics:
- Support the planning and execution of major events, workshops, conferences, and high-level meetings.
- Coordinate logistics including venues, catering, invitations, participant registration, and follow-up communication.
- Ensure the availability of relevant materials, presentations, and technical equipment during events.
Competencies Required:
- Professionalism: Strong understanding of administrative procedures; ability to manage sensitive and confidential information; high attention to detail.
- Planning and Organizing: Proven ability to manage multiple tasks, prioritize work under pressure, and meet tight deadlines.
- Teamwork: Ability to work collaboratively with colleagues across different functions and cultures to achieve organizational goals.
- Communication: Excellent written and verbal communication skills; ability to draft clear, concise correspondence.
- Client Orientation: Focused on client satisfaction and ensuring high standards in service delivery.
Languages:
- English: Fluency required.
- Knowledge of another UN official language is desirable.
Why Join UNEP?
- Make an impact on global climate and environmental policy.
- Work in a diverse, multicultural environment with professionals from across the world.
- Enjoy opportunities for career development and growth within the UN system.
- Be part of a team that promotes sustainability, innovation, and equity.
