Friday, June 3, 2011

UNITED NATIONS JOBS VACANCY FOR ADMINISTRATIVE ASSISTANT (NAIROBI, KENYA)

Job Opening

Job Title: ADMINISTRATIVE ASSISTANT, G6
Department/ Office: UNITED NATIONS ENVIRONMENT PROGRAMME
Duty Station: NAIROBI
Closing Period: 29 June 2011
Job Opening number: 11-ADM-UN ENVIRONMENT PROGRAMME-19055-R-NAIROBI



Org. 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. This post is located in the UNEP, Executive Office (EO) at the Nairobi duty station.  Under the direct supervision of the Administrative Officer and general supervision of the Senior Programme Officer in the Executive Office, the incumbent will perform the following duties:

Responsibilities

1. Receive and screen mail received in the Executive Office; prepare an executive summary of all correspondence received; propose the action to be taken; compile information, search and attach relevant additional material; maintain, monitor and update the Correspondence Tracking System for the Executive Office by logging in and logging out all correspondence; manipulate the Executive Office electronic message databank, detaching documents into various applications. 2. Respond to routine enquiries from high-ranking officials from both within and outside the United Nations on a variety of issues; communicate sensitive information to senior management and external sources; assemble relevant documents and prepare briefing folders for the Chef de Cabinet. 3. Take notes draft letters, memos and finalize documentation;  convey instructions and decisions of the Executive Director, Deputy Executive Director and the Chef de Cabinet to relevant offices and ensure that there is a smooth information flow. 4. Schedule and arrange meetings and venues, make appointments, coordinate documentation and equipment; assemble relevant documents and prepare briefing folders for the Chef de Cabinet; organize social functions, negotiating menus and venues. 5. Arrange travel and missions for the Chef de Cabinet and other Executive Office staff. 6. Perform any other duties assigned.

Competencies

Professionalism: Abililty to perform a range of administrative functions; demonstrates competency and mastery related to contribution-related issues. Solid command of the written & spoken English language for relations and follow up with senior and government officials; ability to apply knowledge of various United Nations administrative and financial rules and regulations in work situations; is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Planning and Organizing: Ability to identify priority activities and assignments and deliver in a timely manner; monitor and adjust priorities as required; allocate appropriate amount of time and resources for completing work; foresee risks and allow for contingencies when planning; high degree of independence, initiative and resourcefulness; attention to details and effective organizational skills.
Client Orientation: Ability to identity clients' needs and appropriate solutions; ability to establish and maintain productive partnerships with clients.

Teamwork: Strong interpersonal skills and ability to establish and maintain effective working relations with people in a multicultural, multi-ethnic environment with serenity and respect for diversity.
Communication: Good communication (spoken and written) skills; excellent drafting ability.

Education
Completion of secondary school is required.  Supplementary training in secretarial, administration and office mangement is desirable.

Work Experience
A minimum of six years of responsible experience in administration, office management or relevant area is required.

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. Working knowledge of French is desirable, knowledge of another UN language is desirable.

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.

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.

1. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.  Online applications will be acknowledged where an email address has been provided.

2. 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 send an email to recruitment@unon.org, quoting the job opening number in the subject header of your email.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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