Responsibilities
- Provides assistance in the planning and implementation of a
variety of communication documents and maintains the calendar of the Chief
of Staff, including the arrangements of appointments and meetings.
- Assists in the coordination of the work of the Executive
Office; monitors status of activities; takes necessary action to ensure
documents are completed and submitted to relevant parties for approval.
- Assists in the preparation and approval of documents and
reviews and coordinates their submissions and clearance process, provides
assistance in the interpretation of guidelines ensuring that requisite
information is included and justified; proposed adjustments as necessary;
prepares reports and ensures that outputs/services are properly
categorized.
- Assists in the monitoring and evaluation of programmes or
projects; categorizes, updates, tracks and analyses data related to
respective area of work, carries out periodic status reviews, identifies
issues and initiates requisite follow-up actions; and ensures necessary
approval and entry in an automated database, i.e. “Digital Workspace”.
- Drafts correspondence and information summaries and
coordinates with UNEP units on finalization and dissemination of report
and documents.
- Supports the implementation of activities, involving extensive
liaison with a diverse organizational unit to initiate requests, obtain
necessary clearances, process and follow-up on administrative actions and
resolve issues related to operational implementation, e.g. recruitment and
appointment of personnel, travel arrangements, organization of and
participation in training/study tours, authorization of payments,
disbursement of funds, procurement of equipment and services.
- Prepares input for the automated database, i.e. “Digital
Workspace”, and cooperates with respective units in the collection of
information; maintains and updates files; designs and generates a variety
of periodic and ad hoc reports, statistical tables, graphic content, and
other background materials/notes to facilitate inspection and other
reviews.
- Drafts non-substantive and routine correspondence and compiles
information from a wide variety of information sources and from different
UNEP units related to EO-owned business processes.
- 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.
- Provides guidance and training to new/junior staff. Performs
other duties as assigned.
Competencies
- Professionalism:
Knowledge of internal policies, processes and procedures generally
and in particular those related to programme/project 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 identify and resolve a range of issues/problems and
to work well with figures, undertake basic research and gather information
from standard sources.
- 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 or equivalent is required.
Job – Specific Qualification
- Supplementary training in administration, general office
support or other relevant fields is desirable.
Work Experience
- A minimum of seven (7) years of experience in programme or
project administration, technical cooperation or related area is required.
- The minimum years of relevant experience is reduced to five
(5) for candidates who possess a first-level university degree or higher.
- Experience with administrative policies and procedures in
international organizations is required.
- Experience supporting a senior official in administrative
servicing of conferences or high-level meetings, including scheduling and
travel arrangements is required.
- Experience working in a Front Office and supporting
senior level managers in an international organization is desirable.
- Experience in liaising and coordinating with various
organizational units is desirable.
- Working experience in computer applications is desirable.
- One year or more of experience in data analytics or related
area is desirable.
How To Apply
