Job Title : Programme Assistant, G6

Department/ Office
United Nations Environment Programme
Duty Station
NAIROBI
Posting Period
19 August 2013-18 September 2013
Job Opening number
13-ADM-UNEP-29707-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. UNEP's Division of Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This post is located in the UNEP/DEPI at the Nairobi duty station. Under the direct supervision of the Deputy Director, DEPI, the incumbent will:
Responsibilities
1. General Administration and Office Management:

• Organize the Deputy Director's calendar by scheduling and proposing time-frames for delivery of various commitments and ensuring proper time management by setting up, coordinating and scheduling meetings to ensure the efficient functioning of the office.
• Assist the Deputy Director by coordinating and following-up on tasks assigned to other staff members.
• Coordinate with service units and liaise frequently with internal team members both at Headquarters and in the field on a wide range of administrative-related issues and/or instructions.
• Provide administrative/secretarial support. e) Act as a direct link between the staff and the Division Deputy Director.
• Give guidance to staff members on office procedures while coordinating the flow of work in the Deputy Director's office.
• Organize and place teleconferences for the Deputy Director taking minutes and circulating them.
• Provide back up in the absence of the Special Assistant. i) Maintain and regularly update all staff contacts lists and e-mail addresses for the various groups of staff within the Division.
• Assist the Deputy Director in personnel-related matters. k) Liaise with Division Administrative Officer for office space, equipment for consultants, interns and visiting experts to the Director's office

2. Correspondence Management:

• Log in all Division's incoming correspondence, screen and bring to the attention of the Director, highlighting important information, and re-directing to other staff items that do not require the Deputy Director's attention.
• Review all mail relating to Branches/Units in Headquarters as well as research and compile background information on incoming correspondence.
• Draft general correspondence, memos, notices and forwarding information on behalf of the Deputy Director. d) Perform follow-up on Executive Office (EO) logs consolidating, updating and ensuring that action and deadlines are adhered to (in the Correspondence Tracking System (CTS) system).

3. Meetings and Appointments:

• Research and prepare briefing material for the Director on conferences, seminars and meetings.
• Prepare travel authorizations in Integrated Management Information System (IMIS), make hotel bookings, process claims, follow-up on visa applications.
• Make logistical arrangements for meetings.
• Organize receptions for meeting participants.

4. Filing and Retrieval:

• Establish an efficient and effective filing system and familiarize other staff within the Deputy Director's office with the files as well as maintain important records that need quick retrieval/constant consultation.

Competencies
Professionalism:

• Good understanding of operational and administrative procedures related to proramme administration; demonstrates professional competence and mastery of subject matter and ability to apply good judgment in the context of assignments given.

Communication:

• Ability to write in a clear and concise manner and to communicate effectively;
• openness to information sharing; demonstrates openness in sharing information and keeping people informed.

Teamwork:

• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds with sensitivity and respect for diversity;
• works collaboratively with colleagues to achieve organizational goals.

Accountability:

• Should be able to perform his/her duties under pressure and take ownership of all responsibilities and deliver outputs within the prescribed time, consistency and quality standards and operate in compliance with UN Regulations and Rules;
• takes ownership of all responsibilities and honours commitments.

Education

• Completion of secondary school is required. Supplemental courses/training in secretarial and/or office administration is required.

Work Experience

• Minimum of seven (7) years of working experience in secretarial/administrative positions and office management, preferably with an international organization.
• Experience with the United Nations as asset.

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 UN languages is an asset.

Assessment Method

• Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice
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.
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. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.