UNEP Jobs in Nairobi - Recruiting Team Assistants

UNEP Jobs in Nairobi - Recruiting Team Assistants


Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) 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 Multilateral Environmental Agreements (MEAs) Support Unit of the Law Division.

The Law Division is charged with carrying out the functions of the UN Environment in the field of environmental law, governance and related policy issues, including those related to MEAs.

The incumbent reports to the Head of the Knowledge Management and Information Unit.

Responsibilities

The incumbent will be responsible for the following:

  • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
  • Maintains files (both paper and electronic) and databases for work unit. Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
  • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
  • Generates a variety of standard statistical and other reports, work orders, etc., using various databases. Assists in the preparation of presentation materials using appropriate technology/software. Performs data entry and extraction functions.
  • Assists in the management of content on the various online platforms by researching, uploading, reviewing, scanning for errors, a variety of content types.
  • Performs general administrative tasks. Provides administrative and logistics support to meetings.
    Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
  • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc. Performs other duties as assigned.
  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.

    Competencies

  • Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting.
  • Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.
  • Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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.
  • 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.

    Education

  • High School Diploma or equivalent is required.
  • Must have passed the United Nations Administrative Support Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test away from Headquarters.

    Work Experience

  • Four years experience in general office administrative support. Excellent drafting capabilities is required. Possession of computer skills in different packages including internet and email is a necessity.

    Languages

  • English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required.
  • Working knowledge of other UN official languages is desirable.

    Assessment

  • Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

    Special Notice

  • Appointment against this post is on a local basis. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. This position is open for recruitment for an initial period of one 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. 1. 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 email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

    How to Apply

  • 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) by 3rd January, 2019

  • For more information and job application details, see; UNEP Jobs in Nairobi - Recruiting Team Assistants

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