UNEP Team Assistant Jobs in Kenya
Org. Setting and Reporting
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.
This position is located in UNEP, Corporate Services Division (CSD), Financial Management Section, Nairobi. Under the supervision of the Senior Budget Officer, the Team Assistant will be responsible for the following duties:
Responsibilities
Performs a wide range of office support and administrative functions.
Responds or drafts responses to routine correspondence and other communications; uses Microsoft Office tools to produce a wide variety of large, complex documents and reports.
Monitors processes and schedules related to the unit’s outputs, products and tasks; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals and signatures to ensure compliance with relevant legal, financial and other requirements.
Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings and meetings/conferences.
Generates a variety of standard statistical and other reports and work orders, using various databases.
Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
Responds to moderately complex information requests and inquiries and as necessary, refers inquiries to appropriate personnel for handling.
Provides administrative and logistics support to meetings, boards, committees and conferences.
Assists in the update and maintenance of websites.
Assists in the preparation of presentation materials using appropriate technology/software. Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit.
Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
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 and courier services.
Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings and other events, reservations and budget follow-up), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations and visa applications).
Maintains shared electronic files and databases for the work unit.
Assists in providing software and office equipment support.
Provides guidance to less experienced staff on general office processes and procedures and computer applications.
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.
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.
Planning and 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.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Additional technical qualifications, Certified Public Accountant (CPA) is desirable.
Work Experience
A minimum of three (3) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
Experience with an Enterprise Resource Planning (ERP) system is desirable.
Experience with the United Nations, or a large organization with comparable administrative and financial rules and regulations is desirable.
Experience in budgetary and financial administration is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
How to Apply
For more information and job application details, see; UNEP Team Assistant Jobs in Kenya
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