VACANCY ANNOUNCEMENT 10 /07/2013 NOTE Appointment against this post is on a local basis. External candidates will be considered only when no suitable int ernal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station and to take up the assignment. This is a temporary vacancy. Appointment against this po st is for a limited duration and does not carry any expectancy, legal or otherwise o f renewal. VACANCY NOTICE NO.: GS - 1 3 - 2 7 ORGANIZATIONAL LOCATION: UNEP/D E PI DUTY STATION: Nairobi FUNCTIONAL TITLE: Team Assistant GRADE: G - 4 DURATION: 1 year C LOSING DATE: 10 /08/2013 DUTIES AND RESPONSIBILITIES The United Nations Environment Programme (UNEP) is the United Nations systems designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the de velopment of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. UNEP’s Division of Environmental Policy Implementation (DEP I) works with international and national partners, providing technical assistance and advisory services for the implementation of environment al policy, and strengthening the environmental management capacity of developing countries and countrie s with econo mies in transition. This post is located in UNEP/DEPI at the Nairobi duty station. The incumbent will perform the following duties; DUTIES AND RESPONSIBILITIES: 1. Perform a wide range of office support and administrative functions: Respond or draft res ponses to routine correspondence and other communications; Screen phone calls and visitors; Respond to moderately complex information requests and inquiries and as necessary, refer inquiries to appropriate personne l for handling; Provide secretarial, admin istrative and logistics support to meetings, boards, committees, conferences, etc; Review, record, distribute and/or process mail and other documents; follow - up on impending actions; Prepare and/or process administrative requests/documents (e.g. requisitio ns, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.); handle arr angement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc. 2. Monitor processes and schedules related the unit’s outputs, products, tasks, etc. Where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. 3. Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. 4. Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site; Maintain files (both paper and electronic) and databases for work unit. 5. Assist in the preparation of presentation materials using appropriate technology/software. 6. Maintain calendar/schedules; monitor changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. 7. Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats. 8. Provide guidance to less experienced staff on general office processes and procedures, computer applica tions, etc. 9. Perform other duties as assigned. Page 2 of 2 COMPETENCIES Professionalism - Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates prof essional 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 concern s; shows persistence when faced with difficult pro blems or challenges; remains calm in stressful situations. 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 . Teamwork - Works collaboratively with colleagues to achieve organizational goals; solici ts input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda b efore 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. Commitment to Continuous Learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and perso nally; contributes to the learning of colleagues and subordinates; shows wi llingness to learn from others; seeks feedback to learn and improve. Technological Awareness - Keeps abreast of available technology; understands applicability and limitation of te chnology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. EDUCATION High school diploma or equivalent. Specialized clerical/secretarial training/course desirable. Pas sing of UN secretarial tests is desirable. E XPERIENCE A minimum of 4 years of progressively responsible experience in secretarial and general office suppo rt or related area in a large organization; experience within the UN Secretariat or other international or gani zations is desirable. OTHER DESIRABLE SKILLS Solid computer skills, particularly in using relevant information and email databases with a good kn owledge of word processing are required. LANGUAGE REQUIREMENTS English and French are the working languages of the United Nations Secretariat. For the post advertised fluency in oral and written English is required. Knowledge of another UN official language an asset. Qualified candidates may submit their applications including their curriculum vitae or United N ations Personal History form (P.11) to the address mentioned below on or before the deadline. [email protected] Please quote; Index Number (for UN staff member) Vacancy Notice Number Functional title of the post Attach an updated fact - sheet, and a copy of the last two performance appraisals. Applications received after the deadline 10 /08/2013 will not be considered. UNEP, UNHABITAT and UNON do not charge a fee at any stage of the recruitment process. If you have any questions concerning perso ns or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee please contact: recruitment @unon.org .
Posted on: Wed, 24 Jul 2013 08:41:55 +0000
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