Job Opening

Posting Title: Legal Assistant, G6
Job Code Title: LEGAL ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 05 December 2018 - 03 January 2019
Job Opening Number: 18-Legal Affairs-UNEP-107099-R-Nairobi (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) 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. This post is located in the UN Environment, Corporate Services Division. Under the direct supervision of the Senior Legal Officer, the incumbent will be responsible for the following duties:

Responsibilities

1. Conduct basic research on assigned issues, using existing legal files and alternative sources; verify facts, identify citations, precedents, issues to be addressed and draft statements of findings, respondent replies to applications and appeals, draft responses to enquiries, for review by Legal Officers. 2. Assist in the maintenance of a body of legal reference files, both paper and electronic; review material and determine appropriate file classification category; identify material for inclusion in files; coordinate with Archives on retirement, storage and retrieval of files; participate in initiatives to enhance existing systems for records management and retrieval, including development of proposals for consideration. 3. Review, verify and process legal instruments, ensuring conformity to relevant guidelines and requirements; extract key data and update databases and UN Environment legal instruments repository; monitor requisite follow-up actions, approvals. 4. Draft, edit, conduct final check for accuracy, prepare attachments of a variety of specialized documentation, legal publications and correspondence, e.g. depositary notifications, Proces-verbaux. 5. Manage individual case files, maintaining and updating detailed "docket sheets" and ensuring that all related correspondence and other documentations are appropriately filed, registered and
followed up. 6. Independently handle a variety of relatively complex verbal and written enquiries from internal and external parties, providing detailed information on processes and procedures related to a range of legal activities, instruments, policies, issues. 7. Service various committees and other meetings, including assisting in the preparation of minutes and reports, pre-in- and post-session documents, preparation of draft of Journal and summaries, notes for the Chairman; establish log, assign document identification symbols and prepare/coordinate draft responses; coordinate with relevant units on a variety of issues; prepare and update work plans, delegations and documents list; track status of meetings and monitor follow-up actions. 8. Provide technical assistance for meetings arrangements and servicing, including support in carrying out voting procedures. 9. Coordinate ceremonies, meetings, hearings, ensuring timely receipt and distribution of legal instruments and other requisite documentation. 10. Maintain internal databases on cases for tracking and trend analysis; generate a variety of standard and non-standard statistical and other reports from various databases and posting of documents on the website. 11. Provide general office support service; process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications, specialized legal documentation; perform budget preparation, inputs, requests, monitoring and implementation, and other procedures and functionalities in Umoja 12. Provide guidance and training to less experienced staff. 13. Human resources-related support: Serves as back up to the other Human resources assistants in Corporate Services Division, as needed. Assists in the development of the Terms of Reference for Job Openings and Temporary Job Openings. Processes requests for advertisement of vacancies through Inspira. Completes reference checks for selected applicants and works closely with HR Partners as part of on boarding activities. 14. Perform other related duties as may be assigned.

Competencies

PROFESSIONALISM: Knowledge of organizational legal framework, relevant legal processes, procedures and terminology for review, examination, preparation and processing of legal documents. Ability to conduct research using diverse legal research sources (including electronic sources on the internet, intranet and other data bases). Ability to review and synthesizes information and present findings and recommendations in a required format. Knowledge of information management, classification and retrieval systems. Ability to show tact and discretion in dealing with high-ranking officials and with confidential matters and materials. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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; 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.

Education

High school diploma or equivalent is required. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience

A minimum of seven (7) years work experience in paralegal/legal, administrative or general office experience is required. Experience in research, drafting and review of documentation, correspondence and reports is desirable.

Languages

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 official United Nations language is an advantage.

Assessment

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

Special Notice

This position is funded for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. 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. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" 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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

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