Organization: UNEP – United Nations Environment Programme
Location: Nairobi
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Administrative support
Project and Programme Management
Closing Date: 2024-10-10
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading environmental authority that sets the global environmental agenda, promotes the coherent implementation of environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment. The parties to the Vienna Convention for the Protection of the Ozone Layer (1985) and its Montreal Protocol on Substances that Deplete the Ozone Layer (1987), the ozone treaties, designated UNEP as the Secretariat for these two international agreements in 1989. This post is located in the Secretariat for the Vienna Convention and its Montreal Protocol (the Ozone Secretariat) at the Nairobi duty station. Under the overall supervision of the Senior Legal Officer and the direct supervision of the Monitoring and Compliance Officer, the incumbent will be responsible for the following:
Responsibilities
a) Programme management duties: i. Supports research, compiles, analyses, summarizes, and presents data and information on production and consumption of substances controlled under the Montreal Protocol and on illegal trade as submitted by parties to the Protocol. ii. Assists in the recording and analysis of the data on controlled substances received from the parties. iii. Processes and updates accounting framework data for essential uses, other than laboratory and analytical applications as submitted by the parties to the Montreal Protocol, into the database for controlled substances. iv. Provides responses to queries from members of the subsidiary bodies such as the Implementation Committee under the Non-Compliance Procedure for the Montreal Protocol and implementing agencies of the Multilateral Fund for the Implementation of the Montreal Protocol. v. Prepares, maintains and updates electronic files. vi. Undertakes research and selects a variety of information from office files, records, reports or other sources as required by the supervisor. vii. Drafts correspondence related to all aspects of the work of the Implementation Committee and to compliance with the Montreal Protocol. viii. Maintains the contact list of the current Committee members. b) Support to the meetings of the Implementation Committee: i. Pre-session assistance: • Drafts and processes invitation letters for the meetings of the Implementation Committee and any follow up activities from the decisions adopted by the parties in relation to the Implementation Committee. • Monitors Committee pre-session documents for editing and, as appropriate, translation by Conference Services. • Assists with travel arrangements for official missions of officers supporting the Committee as needed and follows up on all travel-related issues with relevant units, the travel agency and hotels. • Assists in travel arrangements of participants to meetings of the ozone treaties from the assigned region and members of the Committee. ii. In-session assistance: • Ensures logistical preparations for the meetings of the Implementation Committee. • Supports screen projection during these meetings as needed in coordination with other team members. iii. Post-session assistance: • Finalizes the list of Committee meeting participants. • Drafts post-meeting Committee related correspondence. • Finalizes the travel claims for relevant meeting participants. c) Support on budget and finance related tasks: i. Contributes to the preparation of the Secretariat’s budget. ii. Monitors expenditures, compares with approved budget and prepares accounting adjustments, as necessary. iii. Assists in preparation of budget performance reports and analysis of variances between approved budgets and actual expenditures. iv. Reviews weekly reports received and flags areas of concern to the Senior Administrative Officer. v. Reviews weekly contribution reports and prepares acknowledgement letters for the donors. d) Data related work: i. 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. ii. Assists with visualizations and updating information material such as web pages or brochures. e) Performs other duties as assigned.
Competencies
PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to administration, 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 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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
Supplementary training in accounting is required.
Work Experience
A minimum of seven (7) years of progressive experience in general office support, program management, administrative assistance, or a related field is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in accounting is required. Experience working with MS Office Suite (Word, Excel, PowerPoint) or related applications is required Experience working with Enterprise Resources Planning (ERP) systems, in processing travel, budgets and preparing reports is desirable. Experience in preparing cost estimates and expenditure monitoring is desirable. One (1) year or more of experience in data analytics or a related area 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 areas.
Assessment
Evaluation of qualified candidates may include an assessment exercise, such as a written test, which may be followed by competency-based interview.
Special Notice
Appointment against this post is for an initial period of one (1) year and may be subject to extension. 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.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.