Team Assistant at UNEP

United Nations Environment Programme

Job Description

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.

UNEP’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition.

This position is located in the Ecosystems Division at the Nairobi duty station. Under the general supervision of the Administrative Officer, the incumbent will perform the following office support and administrative functions:

Responsibilities

Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
Monitors processes and schedules related to the unit’s outputs, products, tasks, where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, to ensure compliance with relevant legal, financial and other requirements. Researches, compiles and organizes information and reference materials and data from various sources for reports, studies, briefings, meetings/conferences.
Generates a variety of standard statistical and other reports, work orders using various databases. Proofreads documents and edits texts for accuracy, grammar, punctuation and style, for adherence to established standards for format.
Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling. Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences. Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. 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. Performs data entry and extraction functions.
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, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
Maintains files (both paper and electronic) and databases for work unit. Assists in providing software and office equipment support. Provides guidance to less experienced staff on general office processes and procedures, computer applications.
Performs other related duties as assigned.

Education

Completion of High school diploma or equivalent is required. Supplemental training in human resources, administration or related area is required.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience

A minimum of three (3) years of relevant working experience in general office support, administration or related area is required.
Experience in the United Nations common system or similar organization is desirable.
Familiarity with Enterprise Resource Planning (ERP) Systems is desirable.

Languages