Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

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 position is in UNEP’s Economy Division, Energy and Climate Branch, Climate Change Mitigation Unit.

These posts are located in UNEP’s Economy Division, Energy and Climate Branch, Global Environment Facility (GEF), Climate Change Mitigation Unit at the Nairobi duty station. Under the direct supervision of UNEP Programme Management Assistant : the UNV Programme Assistant will be responsible for the following duties:

Human Resources • Participates in the selection of candidates including evaluating and screening applications of such candidates and preparing profiles of candidates. • Organizes and coordinates competitive recruitment examinations. • Organizes assessment interviews and prepares panel reports. • Oversees the maintenance of the unit’s job openings and tracking their status. • Assists in reviewing and processing requests for classification of positions in the unit. • Provides advice and answers general queries on classification procedures and processes to the unit. • Maintains HR related tracking files containing HR related statistics. • Maintains the unit’s quarterly consultant recruitment plan. • Process consultant contracts in the system and liaise with the Human Resource office on contract issuance. • Assists with day-to-day administration of consultant contracts for outsourced services including monitoring accounts and payment to consultants for services. • Prepares written response to queries concerning HR related matters. • Provides support services to other HR related processes including obtaining signature/approval of a variety of HR processes, correspondence and other communications. • Supports in the check-in related activities of new colleagues into the unit. • Maintains the unit’s leave records and organigram.

Administration • Initiates, reviews, processes and follows-up on actions related to the administration of the unit and ensuring consistency in the application of UN rules and procedures. • Coordinates the preparation and approval of the unit’s quarterly travel plan and prepares travel arrangements for consultants and meeting participants. • Manages the unit’s electronic assets, asset gate passes, and supports in the annual verification of equipment. • Requisitions office supplies and electronic equipment on a need basis. • Coordinates the unit’s I.T related requests and correspondence within the unit and at the corporate level. • Establishes/improves administrative procedures and systems to ensure smooth functioning of the unit. • Respond to inquiries in respect to relevant administrative and personnel matters.
• Independently handles a wide range of complex information requests and inquiries related to programme, project and administrative matters of the unit. • Supports related administrative tasks related to project and programme management. • Performs other related administrative duties, as required e.g. physical office space planning; • Perform other related duties as assigned.

Results/expected outputs: • As an active UNEP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNEP and its beneficiaries in the accomplishment of her/his functions. • Demonstrates effective and independent handling of the human resource, administrative and office support requirements of the unit. Demonstrates understanding of the context of issues in assigned area, and increases independence in processing of work and follow-up actions. Discretely handles highly confidential and sensitive matters. Demonstrates initiative in the identification and resolution of issues/problems. Under general guidance, organizes and puts together accurate reports, records and/or data. Consistently applies appropriate policies, rules, guidelines, procedures, and practices. Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc. Effectively functions as a key communications link and liaison with a broad range of internal and external contacts.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Planning and organizing • Communication • Flexibility • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNEP’s mission and vision, as well as to the UN Core Values.

administration and coordination. experience working in the UN or other international development organization is an asset,; • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners;. • Ability to work effectively in a multicultural team of international and national personnel • Computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; • Self-motivated, ability to work with tight deadlines; • Sound security awareness; • Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN System.

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighboring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; National Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties. Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO).

Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services and educational facilities are readily available. The city is widely connected through its main airport, Jomo Kenyatta International Airport and the smaller Wilson Airport. Air transport is also available to many up-country destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that it serves as the headquarters for both the UN HABITAT and UNEP.

The socio-economic and cultural background of the immediate society the UNV would be living and working in is diverse and prevailing security conditions at the place of assignment is modest. The topographic and climatic features of the assignment location is highland cool and warm tropical climate.