SENIOR ADMINISTRATIVE ASSISTANT

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 2,435 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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.

This post is located in the UNEP Evaluation Office at the Nairobi Duty Station. Under the overall guidance of the Director, Evaluation Office (EO) and direct supervision of the Senior Evaluation Officer, the incumbent will be responsible for the following duties.

Responsibilities

1. Provide research support for evaluations undertaken internally.

a. Collect and collate data for evaluations conducted by professional evaluation staff; maintaining the Evaluation Office (EO) archive and list of evaluations by year, biennium and Sub-programme. Ensure the evaluation and review tracking sheet is up to date. b. Assist in monitoring EO work and the use of extra budgetary resources (project evaluation budgets, grants and other funds). Monitor the need for reallocation of resources, make appropriate suggestions to EO management, and implement reallocations as necessary.

2. Provide programme support (including administrative and logistical support) to the process of conducting evaluations.

a. Maintain an active register of all reports and reporting requirements to be co-ordinated by the EO and ensure compliance to deadlines. b. Respond to information requests received by the EO and draft responses for the Director’s signature on requested information. c. Maintain an up-to-date consultants roster, raise Consultant Contracts in Umoja and Inspira and organize logistics with regard to field visits including travel arrangements, accommodation, etc. for project evaluations. d. Act as Travel Administrator for non-staff personnel and create travel requests and expense reports in accordance with the UN regulations, rules and processes. e. Raise Umoja ‘shopping carts’ for Consultants and Individual Contractors, create Service Entry Sheets to record services rendered and submit payment requests for disbursements; monitors consultant payments. f. Liaise extensively with counterparts in other Offices in the Secretariat such as Finance Section, Office of Human Resources Management, Travel Office/Agency and other Executive Offices. g. Identify and resolves diverse issues/problems with Finance, Travel or Human Resources as they arise and determine appropriate actions where there are challenging issues regarding consultant’s contracts, field missions or payments. h. Format all evaluation reports and special studies assigned for distribution.

3. Maintain the Evaluation Office Database

a. Maintain a record of evaluation management/administrative processes in the database and tracking sheet for all evaluations assigned. b. Collect and gather all new relevant data (CV's and PHPs) for the updating of the consultants' database.

4. Perform duties of Training and Human Resources Focal Point. a. Participate in HR Focal Points meetings, HR related trainings and briefings especially on new HR processes and guidelines. b. Serve as Human Resources and Training focal point for the Evaluation Office. Monitor the compliance of mandatory training and completion of performance appraisal documents; support the Office to meet and report on performance management compliance, mandatory training compliance, Leadership Dialogue compliance. c. Answer queries and provide knowledge-sharing advice covering a range of personnel services, privileges and entitlements under the staff rules and regulations, duties and responsibilities, administrative instructions and policies to staff and Consultants. d. Coordinate and monitor various actions related to the administration of the unit's human resource activities, e.g. recruitment, job classification reviews, training, staff contract extensions, ensuring consistency in the application of UN rules and procedures. Maintain and file job descriptions and classification notes for positions in the EO staffing table, liaise with central administration/executive services as required. e. Maintain EO’s organizational chart and the staff/personnel directory. Act as the EO time administrator and monitor leave requests in the office. f. Provide a communication link between the Director and staff by conveying directives on operation matters from the Director to other staff and representatives of international organizations, consultants, and other individuals involved in office meetings. g. 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. h. Assists with visualizations and updating information material such as web pages or brochures. i. Perform any other duties as requested by staff supervisor.

Competencies

PROFESSIONALISM: Knowledge of human resources processes, rules and procedures and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Knowledge in dealing with HR issues and demonstrates excellent interpersonal skills. Ability to handle sensitive and confidential information with appropriate discretion. Ability to perform a broad range of human resources related functions. Shows pride in work and in achievements. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

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

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Relevant training in administration, human resources management or related area is required.

Work Experience

A minimum of 10 (ten) years of progressively responsible experience in administrative services, human resources or related area is required.

Experience working with Microsoft Office applications is required.

Experience in organizing, methodical follow-up and tracking knowledge 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 this post, 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 (speak, read, write and 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

Appointment against this post is for an initial period of one year and may be subject to extension.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Applicants for General Service and related categories must be authorized to work in the country where the position is located. The candidate is responsible for any travel and relocation expenses incurred to take-up the appointment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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.

Internal Applicants – when completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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. On-line applications will be acknowledged where an email address has been provided. 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.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.