Administrative Officer at United Nations Environment Programme
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- Company: United Nations Environment Programme
- Location: Kenya
- State: Nairobi
- Job type: Full-Time
- Job category: Administrative/Secretarial Jobs in Kenya
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 UNEP Executive Office, at the Nairobi duty station. Under the direct supervision of the Chief of Staff, and the Senior Adviser to the Executive Director, the incumbent will be responsible for the following duties:
• Provide support to the Chief of Staff, and the Senior Adviser to the Executive Director by liaising between the Office and other entities and managing the flow of information between the Executive Director, Deputy Executive Director, UNEP Division Directors, Regional Directors, Heads of MEA Secretariats and other Managers in relation to strategic, programmatic and executive decisions as well as issues pertaining to human resources.
• Identify emerging policy issues for the consideration of the Chief of Staff.
• Consult regularly with colleagues in the Executive Office on matters of mutual concern, including decisions taken by the Executive Director and Deputy Executive Director, as well as the general functioning of the office.
• Support the meetings of the Chief of Staff by planning for and participating in meetings related to the United Nations Environment Assembly and other meetings with key stakeholders.
• Coordinate the preparation of briefing materials for meetings of the Chief of Staff and official mission files, ensuring that materials from other offices are submitted in a timely manner and are of high quality.
• Guide the Administrative Assistant on all logistical preparations for mission travel, in coordination with the relevant colleagues, particularly those in regional/out-posted offices and external interlocutors. Ensure the finalization of the Chief of Staff mission reports and dissemination of information to the relevant colleagues in UNEP, ensuring that any follow-up actions are implemented.
• Prioritize important correspondence and issues for the attention of the Chief of Staff. Review as required all incoming and outgoing correspondence, specifically all communications prepared for signature by the the Chief of Staff.
• Support the Senior Adviser to the Executive Director on his reform-related and policy/programme-related responsibilities by preparing background documents, drafting minutes, etc.
• Support the Chief of Staff and the Senior Adviser to the Executive Director in providing the Secretariat functions to the Senior Management Team (SMT). This includes: identifying priorities, problems and issues to be addressed; preparing the agenda of the SMT meetings/retreats; supervising the preparation of relevant documentation; preparing the reports and initiating the follow-up activities and their implementation; fostering teamwork and communication across organization boundaries; undertake special projects as necessary and as recommended by the Chief of Staff, and the Senior Adviser to the Executive Director.
• Perform any other related duties as assigned.
PROFESSIONALISM: Proven ability to provide seasoned advice on a broad range of programme, organizational and administrative areas to facilitate decision making; ability to review and edit the work of others. 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: Effective communication skills, both oral and written, ability to defend and explain difficult issues with respect to key decisions and positions to staff; ability to communicate management decisions; ability to prepare written reports that are clear, concise and meaningful. 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 keeping people informed.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agree 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.
Advanced University Degree (Masters or equivalent) in political sciences, economics, environmental science, public administration or related field. A first University Degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced degree.
A minimum of five (5) years of progressive experience in political sciences, economics, environmental science, public administration or related field is required.
Experience working in an Executive Office or supporting senior management is desirable.
Experience at the international level including relevant environment/development working experience in the UN context is an added advantage.
Functional knowledge of the UN System is highly desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
• This position is temporarily available for nine (9) months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Internal Applicants – when completing the PHP, 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 professional and higher temporary or fixed-term positions and their applications will not be considered.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
• 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 “Need Help?” 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.