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30 Mar 2017

UNEP Administrative Assistant G7 Job Vacancy

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.

Job Responsibilities
Human Resources Management

  • Coordinate 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 etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
  • Coordinate 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, etc.;
  • Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
  • Review and processes personnel actions through UMOJA.
  • Assist in the organization of the supervisor’s work; make travel arrangements, hotel bookings and prepare documentation required for missions; Advises staff on visa matters.
  • Provide 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
  • Provide 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.
  • Monitor 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

  • Assist 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 DSA to the meeting participants. Provide secretarial servicing by typing and distributing minutes/reports of the meetings as required;
  • Process 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;
  • Assist in the logistics of international meetings and conferences including assisting the participants with their travel arrangements, payment of DSA and making accommodation arrangements;

Contract Administration

  • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
  • Audit the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
  • Process the payment of contractors’ invoices and monitor payments.
  • Prepare and process 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.

Qualifications

  • High school diploma or equivalent. Must have passed the Global General Service Test (GGST) at the Headquarters or an equivalent locally administered test at offices away.
  • Additional studies in the areas of Human Resources Management or Business Administration is desirable
  • Minimum of ten (10) years of experience in human resources and administration services or related areas.
  • Experience in the usage of computer and office software packages (MS Word, Excel etc.).

How to Apply
Click here to apply

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