Administrative Assistant, G5 at United Nations Environment Programme (UNEP)

The Regional Office for Africa helps to implement UNEP's Regional programs in Africa by initiating, coordinating and catalysing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies.

Responsibilities

This position is located in the UNEP Regional Office for Africa at the Nairobi duty station. Under the direct supervision of the Senior Administrative Assistant, the incumbent will be responsible for the following duties:

• Human Resource Management:
• Acts as alternate human resources focal point for the Africa Office; assists with coordination of actions related to the administration of the Africa Office's human resource activities, e.g., recruitment, placement, promotion, contract renewal, the orientation of new staff, separation of staff members, mandatory and other training, ensuring consistency in the application of UN rules and procedures.
• Raises shopping carts for Consultants and Individual Contractors creates Service Entry Sheets to record services rendered and submits payment requests for disbursement; assists to oversee the maintenance of vacancy announcement files and keeping track of the status of recruitment processes.
• Assists to follows up on the timely completion of performance appraisal documents at the various stages in the process and ensures reporting compliance.
• Requisition and Contract Administration:
• Assists to coordinate various activities related to the acquisition of goods and services for the office, e.g., consolidation and review of the acquisition plan, monitoring of contract availability, ensuring compliance with, and consistency in, the application of UN regulations, rules and procedures.
• Reviews the requirements in form of specifications, Statements of Work, or Terms of Reference as well as associated evaluation criteria for completeness.
• Raises shopping carts for the acquisition of goods and services, creates Service Entry Sheets to record services rendered and submits payment requests for disbursement; raises low-value acquisition POs and follows the entire process through to completion, up to the payment of invoices; accepting goods, services or works delivered by vendors, and create R&I reports in Umoja.
• Leads contract management duties including vendor performance evaluation, when appropriate, in coordination with the end-user, if applicable.
• General Administration:
• Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence; maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic); ensure correct tracking of all Africa Office equipment and fixed assets in a timely manner, and ensure all relevant equipment is covered by the relevant insurance policy.
• Maintains, on an ongoing basis, the list of intangible property, including active subscriptions and licenses, mobile lines, landline extensions, among others, ensuring timely renewal or deactivation.
• Acts as Travel Administrator for non-staff personnel and creates travel requests and expense reports in accordance with the UN regulations, rules, and processes.
• Assists in planning and implementing physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordination of seminars and other events, among others.
• 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;
• Assists with visualizations and updating information material such as web pages or brochures.
• Perform other tasks as assigned.

Competencies

• PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to 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 work well with figures, undertake basic research and gather information from standard sources.Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
• 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

• High school diploma is required. Supplementary training in business Administration, Project management or related field is desirable. Completion of mandatory UN procurement courses 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 the United 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 (5) years of progressive experience in administrative work, finance, accounting, audit, human resources, procurement and/or programme support or other substantive areas is required.
• Experience working with organizational Enterprise Resource Planning (ERP) – Umoja systems is desirable.
• Experience working at the United Nations or other international organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.