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.
- The overall objective of UNEP’s Economy Division is to
encourage decision makers in government, local authorities and industry to
develop and adopt policies, strategies and practices and technologies that
promote sustainable patterns of consumption and production, make efficient
use of natural resources, ensure safe management of chemicals and
contribute to making trade and environment policies mutually supportive.
- It promotes the development, use and transfer of policies,
technologies, economic instruments, managerial practices and other tools
that assist in environmentally sound decision making and the building of
corresponding activities.
- The position is located in the Economy Division, Chemicals and
Health Branch, Sustainable Mobility Unit (http://www.unep.org/transport/)
at the UNEP Headquarters in Nairobi, Kenya.
- The incumbent will assist with the implementation of the
global electric mobility project.
- Under the overall supervision of the Head of the Sustainable
Mobility Unit, and the direct supervision of the Associate Administrative
Officer, the incumbent will be responsible for the following duties:
Responsibilities
Human Resources Management
- Initiates, processes, monitors, reviews and follows-up on
actions related to the administration of the unit’s human resource
activities, e.g., recruitment, placement, relocation, promotion,
performance appraisal, job classification reviews, separation, training
ensuring consistency in the application of regulations and procedures.
- Liaises with the branch office and central administration as
required to ensure timely processing of all Unit’s HR matters.
- Drafts and revises requests for job classifications and
requests for vacancy announcements.
- Oversees the maintenance of vacancy announcement files and
keeps track of status of vacancy announcements within the unit.
- Provides advice and guidance to Unit’s staff with respect to
administrative procedures, processes and practices, liaising with central
administrative services as necessary.
- Drafts and revises requests of Special Services Agreements for
consultants and individual contractors, liaising with project managers and
finance assistant as necessary.
General Administration ·
- Performs, under minimal supervision, the full range of office
management and administrative support functions; typically provides direct
assistance to the Head of the Unit and the programme officers in the Unit.
- Maintains liaison with the Branch Office and other units
regarding on-going programmes and other administrative matters; monitors
processes and schedules related to the unit’s outputs, products, tasks.
- Compiles quarterly reports (e.g. travel, human resource,
hospitality and procurement), uploading unit’s quarterly reports on UNEP’s
Delegation of Authority Portal.
- Ensures smooth and efficient information flow within the unit;
prepares and processes general and confidential information; assists in
the development of office administrative systems and procedures.
- Provides assistance in organizing and coordinating
administrative arrangements of service-wide activities (meetings,
conferences, workshops, training), special projects and events.
- Responses to a wide range of correspondence and other
communications; uses standard word processing package to produce a wide
variety of large, complex documents and reports.
- Carries out quality control function for outgoing documents;
proofreads and edits texts for adherence for format, grammar, punctuation
and style.
- Maintains calendar/schedules; monitors changes and communicate
relevant information to appropriate staff inside and outside the immediate
work unit.
- Serves as the Unit’s leave monitor. ·Performs other duties as
assigned.
- Serves as the procurement focal point for office supply and
equipment order.
- Prepares, processes and follows-up on administrative
arrangements and forms related to the official travel of staff,
consultants and meeting participants.
- 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.
- Maintains up-to-date work unit files (both paper and
electronic).
- Provide back-up support and perform any other duties as
required.
Contract Administration ·
- Assists with day-to-day administration of contracts between
the unit and vendors, consultants/individual contractors for procured
goods and services received.
- Verifies the vendors’ invoices against the goods and services
provided by the vendor.
- Processes and monitors the payment requests of vendors’
invoices and consultants/individual contractors payments.
- Performs other duties as required.
Assets Inventory Management
- Maintaining and updating property records using the Inventory
Management System – Hardcat. ·Monitoring the movement of the property
within Transport Unit.
- Maintaining records such as purchase orders receiving and
inspection reports, other procurement correspondence,and disposal
documentation related to items in the inventory.
- Recommending and compiling the disposal of obsolete ad
unserviceable property.
- Raising requests for movers and gate Passes.
Qualifications
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Supplementary training equivalent to a bachelor’s
degree in administrative services, human resources or related area is
desirable.
Work Experience
- A minimum of five (5) years of progressively responsible
experience in administrative services, human resources or related area is
required.
- The minimum years of relevant experience is reduced to three
(3) years for candidates who posses a first-level university degree or
higher
- Experience working with an Enterprise Resource Planning (ERP)
system is desirable
- Experience working with the United Nations or a similar
international organization 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
UN Secretariat. For this position, fluency in English is required. Knowledge of
another UN official language is desirable. 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.
Assessment
Evaluation of qualified candidates may include an
assessment exercise which may be followed by a competency-based interview.
How To Apply
