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.
The Law Division is the lead Division charged with carrying out the functions of UNEP in the field of environmental law, governance and related policy issues, including those related to multilateral environmental agreements (MEAs). To fulfil its mandate, the work of the Law Division focuses on: leading the international community in the progressive developmental of environmental law; supporting States in the development and implementation of legal, institutional and policy measures that address emerging and important environmental challenges; facilitating cooperation and coordination among MEAs and between UNEP and those agreements; working with MEA Secretariats to support Parties to the respective MEAs in implementing their treaty obligations; and facilitating policy dialogue among States on issues relating to international environmental law and governance.
This position is located in the Law Division, Office of the Director in Nairobi, Kenya. Under the management and guidance of the Special Assistant and the direct supervision of the Senior Programme Management Assistant, the incumbent will perform the following duties:
Responsibilities
Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to the Director of the Law Division.
Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; coordinates the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
Follows-up on responses or draft responses to ensure completion within the specified timelines.
Manages, updates and further develops internal databases; updates electronic filing system; generates a variety of standard and non-standard statistical and other reports from various databases
Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
Assists in the preparation of presentation materials using appropriate technology/software.
Provide specialized support to the Director’s Office (e.g. technology support, editing, desktop publishing, etc.).
Performs a variety of administrative duties (e.g. meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., , payment vouchers, visa applications, official diplomatic documents, Low Value acquisitions, etc.).
Maintains files (both paper and electronic) and databases for the Director’s office.
Performs other duties as assigned.
Competencies
• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. 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.
• 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.
• Planning & 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
Completion of high school diploma or equivalent is required. Additional training in office administration,office management, project management or other related field is desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.
Successful passing of the Administrative Support Assessment Test (ASAT) in English at theUnited Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience
A minimum of five years of experience in general office support or related area is required.
Experience working with an Enterprise Resource Planning (ERP) system is desirable.
Experience working in an international organization is desirable.
Experience in providing administrative support to Senior Management staff is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
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.
