UNEP Administrative Assistant


Temporary Vacancy Announcement

Posting Date:
  21/03/2013
 
Note:
 
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. 

The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station and to take up the assignment. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.  

This is a temporary vacancy.  Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise for renewal.
                                      
Vacancy Notice No.: GS-13-11
 
Organization: UNEP/Executive Office (EO)
 
Duty Station: Nairobi
 
Functional Title: Administrative Assistant
 
Grade: G6
 
IMIS Number: 606666
 
Duration: 364 days
 
Closing Date: 28/03/2013

Background:

The United Nations Environment Programme (UNEP) is the United Nations systems 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.  

This post is located in the Executive Office of the United Nations Environment Programme (UNEP/EO) at the Nairobi duty station.  

Under the overall supervision of the Chief, Executive Office and general guidance by the Coordinator, Corporate Coordination Team and working closely with the Special Assistant to the Chief, Executive Office, the incumbent will perform the following functions:

Responsibilities:
  • Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
  • Compiles and analyzes basic data from a variety of sources (including IMIS), summarizing and presenting conclusions for review by manager.
  • Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
  • Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
  • Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
  • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
  • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
  • Independently handles a wide range of complex information requests and inquiries; responds, or drafts responses, to a diverse range of correspondence and other communications.
  • Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
  • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
  • Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
  • Organizes official receptions, meetings, etc., handling all necessary arrangements
  • Prepares, processes and classifies confidential information.
  • Handles a wide range of administrative duties/processes.
  • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • 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.
  • Performs other related 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.
 
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 audience; demonstrates openness in sharing information and keeping people informed.
 
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, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
 
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.

Qualifications:

Education:
 Completion of secondary school is required.   Additional technical training in a field related to administration/secretarial is an asset.

Work Experience: A minimum of 7 years of relevant experience in secretarial/administrative services or related area is required.

Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. 

Other skills: Excellent computer skills (Microsoft Office, email, internet) are required. Ability to operate modern software packages is an asset.

Preference will be given to equally qualified women candidates.

All applications to be sent to the following address on or before the deadline of 28/03/2013        

Applicants should send a completed United Nations P.11 or Personal History Form together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:       
e-mail: irene.mukuriah@unep.org
                                                                     
UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the email address above.

Please Quote Vacancy Announcement No.: GS-13-11
 
(Applications without Correct Vacancy Number will not be Considered)

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). The United Nations does not concern itself with information on bank accounts.
UNEP Administrative Assistant UNEP Administrative Assistant Reviewed by Unknown on 1:21:00 AM Rating: 5

JOBS CATEGORY

Tanzania Kenya NGO JOBS Uganda Best Jobs Consultancy Rwanda ICT JOBS Administrative United Nations Sudan Best Jobs Finance Health - Medical Engineering Ethiopia Education Agricultural Lecturer Human Resources Somalia Media Congo - Kinshasa Legal Jobs Bank Jobs Monitoring and Evaluation Mining World Vision Burundi Procurement African Barrick Gold Accountant Zambia Sales and Marketing US EMBASSY East African Community Mozambique Telecoms Research CARE International Save The Children Plan International Arusha Malawi South Sudan Oxfam Scholarships African Development Bank Finance and Administration SafariCom Aviation The Commonwealth American Embassy Sales Zanzibar Environmental Catholic Relief Services Dar es salaam USAID Operations FHI 360 UNDP Security World Bank Economist TradeMark East Africa Unicef Hospitality Managers International Rescue Committee (IRC) Restless Development Accounting Civil Engineers AMREF Morogoro Utumishi AfDB African Development Bank COOPI - Cooperazione Internazionale Driver - Logistics Path International Mwanza African Union Tigo Jobs Marketing Mbeya Teaching Au African Union PSI Population Services International Pwc PricewaterhouseCoopers East African Breweries North Mara Gold Mine ACTED Djibouti Malaria Consortium Bulyanhulu Gold Mine DFID Driver Buzwagi Gold Mine Jhpiego COMESA FINCA JOBS International Jobs Adeso Danish Refugee Council Kilimanjaro Nairobi Coca-Cola Handicap International Pact International Rio Tinto Solidarités International Tender EGPAF Elizabeth Glaser Pediatric AIDS Foundation Logistics Serengeti Breweries Ltd Nation Media Group Africare Norwegian Refugee Council Samaritan's Purse Chemonics International COUNTRY DIRECTOR ICAP of Columbia University InterShips Precision Air RwandAir Marie Stopes International (MSI) Serengeti Breweries Volunteer Climate Change IGAD Tetra Tech ARD Agriculture Jobs Dodoma Iringa One Acre Fund Project Management Clinton Health Access Initiative (CHAI Technoserve Twaweza East Africa ActionAid Lutheran World Federation SADC Secretariat Tanga Vso International ACDI/VOCA Halmashauri Agha Khan Kenya Commercial Bank World Agroforestry Centre Deloitte East Africa International Organization for Migration (IOM) COMESA Secretariat: Software Engineering Safety and Security Shinyanga Jobs Tanzania Breweries Pathfinder International World Health Organization KPMG TANROADS Tanzania Electric Supply Company British Council Futures Group KCB BANK UN-Habitat WFP World Food Programme Barclays GEITA GOLD MINING TANESCO Electrical Engineer Food and Agriculture Organization GOAL Mombasa Tabora WWF World Wide Fund for Nature Microsoft Tanzania Ports Authority East African Development Bank Family Health International (FHI) IBM EAST AFRICA IntraHealth International Mercy Corps SERIKALINI - GOVERNMENT OF TANZANIA AccessBank Community Development Jobs Data Base Management Google Africa ICAP - TZ KEMRI/CDC Program WaterAid Tanzania Auditor SNV International Stanbic Bank Amnesty Horn Relief Kampala Management Systems International (MSI) Standard Chartered Bank VETA Christian Aid DIAMOND TRUST BANK Helen Keller International Help Age Mtwara Uganda Telecom Airtel Africa Equity Bank Internships Marie Stopes TCRA Web Development B B C WORLD SERVICE Human Rights Kigali Makerere University Nile Basin Initiative Kenyatta University Kigoma Mzumbe University NSSF National Social Security Fund Nile Breweries Limited Tulawaka Gold Mine University of Nairobi kenya Airways Bank of Tanzania Graduates MTN Muhimbili National Hospital Nepad Partners in Health Room to Read SUMATRA UNWOMEN African Wildlife foundation (AWF) KEMRI Kagera Librarian MENTOR Initiative Trainee USAILI - INTERVIEW Uiversity of Nairobi WaterAid International icipe Project CAFOD - Catholic Agency for Overseas Development Egerton University EngenderHealth Goal Ireland Kenyan Banks Lake Victoria Basin Commission Peace Corps TANAPA TASAF Tanzania Social Action Fund Zanzibar University ACB AKIBA COMMERCIAL BANK AGRA Alliance for a Green Revolution in Africa Advans Bank Ethiopian Airlines Freedom House IITA International Institute of Tropical Agriculture Legal Moshi NMB BANK Resolute Tanzania Singida Uganda Uganda National Roads Authority University of Dar es salaam University of Dodoma British High Commission ChildFund EWURA FilmAid International NECTA TPDC Tanzania Civil Aviation Authority (TCAA) United States International University World Concern Aga Khan Foundation CBA Commercial Bank of Africa Ecomist Ernst and Young IUCN International Union for Conservation of Nature International Medical Corps Islamic Relief Kakira Sugar Musoma National Institute for Medical Research OPEN UNIVERSITY OF TANZANIA Relief International TAA Tanzania Airports Authority Trócaire Uganda Revenue Authority VODACOM TANZANIA VSF Belgium Architects Hivos IFC International Finance Corporation Ifakara Health Institute Inoorero University International Commercial Bank Kenya Red Cross Society MADEREVA Medical Oil and Gas Pwani University College SOKOINE UNIVERSITY Tumaini University Water Engineering AWF African Wildlife Foundation Acacia Mining Accounts African Virtual University Altima Africa Ardhi University Bank of Uganda Business Development Concultancy Del Monte Kenya Embassies Kenya Airports Authority Lake Victoria South Water Services Board Mara National Bank of Commerce RECORDS MANAGEMENT JOBS RUKWA Ruvuma Search for Common Ground Songea TTCL Tanzania Telecommunications Company Limited Unilever War Child International Zinduka Afrika ACORD AKU ​Aga Khan University Africa Nazarene University Africa Rice Center (AfricaRice) Aga Khan Health Services CRDB BANK Commercial Bank of Africa Daraja Tanzania Engineers Registration Board (ERB) Fina Bank International Potato Center International Potato Center (CIP) Intrahealth Jomo Kenyatta University Kilimanjaro Christian Medical Centre Kyambogo University Lindi Jobs MCL Mwananchi Communications MUHAS-harvad Moi University NBC BANK National University of Rwanda Ngorongoro Conservation Area Authority Njombe Nuru International Nzoia sugar Company RTI International SUA SOKOINE UNIVERSITY OF AGRICULTURE THE LAW SCHOOL OF TANZANIA TRA Tanzania Revenue Authority Tanzania Postal Bank The Foundation For Civil Society Udhamini wa Masomo Western Union AIR TANZANIA Action Against Hunger (ACF) Agricultural Society of Kenya BRALIRWA Bondo University College Caritas Comoros Concern Worldwide Conservation Jobs Consolidated Bank of Kenya DHL Express Ewaso Ngiro South River Basin Development Authority Geologist Gulf African Bank INSTITUTE OF ADULT EDUCATION Jomo Kenyatta University of Agriculture and Technology Kabale University Kabale University (KAB) Kenya Ports Authority KickStart International MORUWASA Morogoro Urban Water and Sanitation Authority MSH Management Sciences for Health Mumias Sugar Company Nairobi Hospital Nkumba University Rural Electrification Agency SOKINE UNIVERSITY SONGWE STAMIGOLD Stores TACAIDS TARURA TCU Tanzania Commission for Universities Tullow Oil World Lung Foundation (WLF) ALAF Limited Aga Khan Development Network (AKDN) Aga Khan Hospital Air Malawi American Refuge Committee BENKI YA POSTA - TPB BANK BTC Belgian Technical Cooperation Bhttp://www.blogger.com/img/blank.gifank of Tanzania Bioversity International CHF International Customer Service Jobs DANGOTE DIT DAR ES SALAAM INSTITUTE OF TECHNOLOGY Danida Dar es Salaam Institute of Technology Daystar University ECOBANK ETDCO Electrical Transmission and Distribution Construction and Maintenance Company European Union IFM INSTITUTE OF FINANCE MANAGEMENT INSURANCE JOBS - BIMA ITECH Internews® Network KUITWA KAZINI Kenya Accreditation Service Kenya Polytechnic University College Kilombero Sugar Company Kisii University College Kisumu Laboratory Jobs MSD MEDICAL STORES DEPARTMENT MSF Switzerland Management Sciences for Health Manyara Maseno University Ministry of State for Planning Muteesa 1 Royal University Médecins Sans Frontières NIDA National Identification Authority Narok University College OSHA Occupational safety and Health Authority Open Society Initiative for Eastern Africa (OSIEA) PA PAC PEPSI POLICE - POLISI Petroleum EngineerS RWANDA HOUSING AUTHORITY Seychelles Songas TBC TANZANIA BROADCASTING CORPORATION TBS TANZANIA BUREAU OF STANDARDS TFDA TANZANIA FOOD AND DRUGS AUTHORITY TIB - Tanzania Investment Bank Tanzania Mortagage Refinance Company Tanzania Teachers’ Union Transmara Sugar Company Tropical Pesticides Research Institute Tumba College of Technology Twiga Cement UNESCO UNOCHA Umma University University WRP Walter Reed Project ZANTEL ao uga
Powered by Blogger.