SPECIAL ASSISTANT, ADMINISTRATION

Contract

This is a P-4 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be between 135,454 USD and 174,640 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.

UNEP's Corporate Services Division is the guardian of UNEP's corporate interest, mitigating its exposure to risk and supporting the organization with management tools, plans and related capacity building. It oversees UNEP's efficient and effective management, in line with UNEP's accountability requirements, rules, regulations and UN core values.

The post is located at UNEP Headquarters in Nairobi duty station. Under the direct supervision of the Director of Corporate Services Division, the incumbent will carry out the following duties:

Responsibilities 1. Support and advise the Director: - Undertakes research and analysis on any issue of relevance to the Director, such as policy issues, administrative matters, local conditions. Identifies trends and potential problems, briefs the Director and makes recommendations. - Prepares background and briefing papers, as well as talking points for the Director in preparation of meetings and assists in the preparation of such meetings. - Leads in coordinating the preparation and implementation of the Division's work programme and budget to ensure compatibility with work priorities and objectives, considering the most effective use of resources. - Liaises closes with colleagues in the Division on diverse matters and brings to the attention of the Director urgent and sensitive matters. •Establishes and maintains procedures, standards and tools which are consistent with UN policy and practice to ensure proper adherence to human resources matters and financial management and control. - Provides expert guidance to more junior staff.

2. Maintain liaison with Divisions, the Executive Office, Senior Management and UNEP Regional and out-posted Offices. •Ensures prompt and efficient liaison and coordination between the Director and UNEP Divisions and Offices. •Working with the relevant staff from the divisions and offices, drafts reports for the Director, including on issues of a sensitive or confidential nature. •Assess implications and make recommendations to the Director on possible strategies and other measures to address issues of concern and to advance mandated objectives. Maintains calendar and monitors delivery of key reports and deliverables that are requiring Divisional input or leadership, particularly to members states and UN Committees and partners.

3. Support the Director's meetings and missions: •Assists in planning for and participating in meetings of the United Nations Environmental Assembly (UNEA) and the Committee of Permanent Representatives. •Ensures that the Director is effectively able to participate in and lead, when appropriate, meetings with the UNEP Senior Management Team and other internal bodies as necessary. •Coordinates the preparation of extensive briefing materials, speeches and mission files, ensuring the materials from other offices are submitted in a timely manner and are of high quality. •Assists in follow-up actions arising from missions, including the finalization of mission reports and dissemination of relevant information to colleagues in other parts of UNEP.

4. Support the Director to maintain close contact with governments, delegations, senior officials of the UN, UN system including audits and investigations: •Facilitates effective communication and contacts with governments, delegations and senior UN officials on administrative and other operational matters. •Brings to the attention of the Director issues relevant to UNEP's bilateral relations with governments and inter-agency cooperation. •Identifies, analyzes and monitors political developments, trends and emerging issues that could affect the work of UNEP. •Supports the coordination of UNEP's engagement and commitments in relevant UN System-wide processes and initiatives including the liaison with UN Office in Nairobi, UN Reforms, Post-2015 development agenda, UNDP/UNEP Memorandum of Understanding and the United Nations Development Group (UNDG) processes. •Assists in coordination of responses to audits and follows up on the implementation of audit recommendations. •Supports the Director in planning the logistics of investigations and in following up on the recommendations from investigations, as required. •Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. •Performs other related work as required by the Director.

Competencies PROFESSIONALISM: Knowledge of environmental, socio-economic and governance aspects of sustainable development is desirable. Ability to coordinate the development of policy options, undertake background research, and draft analytical papers and documents on cross-cutting issues related to UNEP. Ability to develop systematic links with outside academic institutions, research centers, think tanks and foreign policy forums. Ability to organize meetings and forums on topical, substantive cross-cutting issues. Ability to act as a UN system focal point on thematic policy matters of relevance to UNEP. Ability to develop partnerships and work collaboratively with other parts of the UN system and external partners. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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.

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.

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 An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, social sciences, management or related fields is required.

A first level university degree in combination with two (2) additional years of relevant qualifying experience may be accepted in lieu of the advanced degree.

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience A minimum of seven (7) years of progressively responsible professional experience in administration, finance, accounting, human resources management or related field is required.

Experience working in the Front Office of a Division or with the Chief of Branch is desirable.

Experience working in cross functional teams is desirable.

Experience at the international level including relevant environment / development working experience in the UN context or a similar international organization is desirable.

Two (2) years 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 UN official 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 Appointment against this position is for an initial period of one (1) year and may be subject to extension.

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.

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.

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.

Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.