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 Contracting Parties to the Nairobi Convention have designated UNEP as the Secretariat of the Convention. The post of the Senior Administrative Assistant of the Nairobi Convention Secretariat is located in UNEP's Ecosystems Division, in the Regional Seas Branch. The Secretariat of the Nairobi Convention is located in Nairobi, Kenya which is the duty station of the position. Under the direct supervision of the Head of the Secretariat for the Nairobi Convention and Project Coordinator, the incumbent will perform the following functions:

Responsibilities

Human Resources Management ·Coordinates various actions related to the administration of the project unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. ·Coordinates information flow by processing and drafting routine correspondence and responses as appropriate for supervisor's signature, take dictation and transcribe, type letters, memoranda, reports, faxes. ·Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. ·Reviews and processes personnel actions through UMOJA. ·Assists in the organization of the supervisor's work; make travel arrangements, hotel bookings and prepare documentation required for missions; Advises staff on visa matters. ·Provides advice and answers general queries on classification procedures and processes; Handle inquiries pertaining to the substantive office (in English); receive visitors for the Project Coordinator and Head of the Nairobi Convention Secretariat ·Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. .Monitors UMOJA staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. General Administration ·Assists in setting up of meetings, liaise with relevant offices at UNEP regarding allocation of meeting rooms, process documents for the meetings, type the agenda, list of participants and working documents for the meetings as well as sending out invitations and paying of Daily Subsistence Allowance (DSA) to the meeting participants. Provide secretarial servicing by typing and distributing minutes/reports of the meetings as required; ·Processes and subsequent follow-up of travel authorizations, organizing for tickets in liaison with travel unit and the travel agency, application and follow-up on visa acquisition, making accommodation arrangements, arranging for travel advance with Payments Unit, preparing documentation for meetings and Missions; ·Assists in the logistics of international meetings and conferences including assisting the participants with their travel arrangements, payment of DSA and making accommodation arrangements; ·Maintains mailing links with all participating countries and advisory centres, such as, Western Indian Ocean Marine Science Association (WIOMSA), International Union for the Conservation of Nature (IUCN), World Wide for Nature (WWF), and maintain all the MOUs signed for the project's implementation. ·Prepares stock requisitions for the office and always ensuring adequate supplies. ·Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. ·Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations, drafting agreements). ·Provides guidance, training and daily supervision to other general service staff in the area of responsibility. ·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. Contract Administration ·Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. ·Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. ·Processes the payment of contractors' invoices and monitor payments. ·Prepares and processes all UN forms and permissions for contractual workers, or UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Additional certification in Procurement and/or Programme Management is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in administrative services, financial management, and project management is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher. Seven (7) years' experience in recruitment of staff and other personnel is required. Five (5) years' experience with an Enterprise Resource Planning (ERP) system is required Five (5) years’ experience in supply chain management is desirable. Experience with change management is desirable. Five (5) years' experience in MS Excel, with the use of pivot tables, filters, and formulas is desirable. Experience in organizing, methodical follow-up and tracking knowledge is desirable One (1) year experience in data analytics or related area is desirable. Experience in the application of staff rules and regulations within the United Nations or a similar international organization 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. 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 area.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this position is for an initial period of one (1) year and may be subject to extension. External candidate selected for this position will be granted a fixed-term appointment limited (“FTA-limited”) in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position subject to limitation will retain their current appointment status and will be reassigned or transferred to the position, without a lien to their parent position. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. When completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. 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. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.