Job Opening

Posting Title: SPECIAL ASSISTANT, ADMINISTRATION, P4
Job Code Title: SPECIAL ASSISTANT, ADMINISTRATION
Department/Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 19 February 2019 - 04 April 2019
Job Opening Number: 19-Administration-UNEP-111227-R-Nairobi (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Environment (UNE) 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. UN Environment's Corporate Services Division is the guardian of UN Environment's corporate interest, mitigating its exposure to risk and supporting the organization with management tools, plans and related capacity building. It oversees UN Environment's efficient and effective management, in line with UN Environment's accountability requirements, rules, regulations and UN core values. The post is located at UN Environment Headquarters in Nairobi. Under the direct supervision of the Director, Corporate Services, the incumbent will carry out the following duties:

Responsibilities

1. Support and advise the Director: • Undertakes research and analysis on any issue of relevance to the Director, such as policy issues, administrative matters, local conditions. Identifies trends and potential problems, briefs the Director and makes recommendations. • Prepares background and briefing papers, as well as talking points for the Director in preparation of meetings and assists in the preparation of such meetings. • Leads in coordinating the preparation and implementation of the Division’s work programme and budget to ensure compatibility with work priorities and objectives, considering the most effective use of resources. • Liaises closes with colleagues in the Division on diverse matters and brings to the attention of the Director urgent and sensitive matters. • Establishes and maintains procedures, standards and tools which are consistent with UN policy and practice to ensure proper adherence to Human resources matters and financial management and control. • Provides expert guidance to more junior staff.

2. Maintain liaison with Divisions, the Executive Office, Senior Management and UN Environment Regional and out-posted Offices. •Ensures prompt and efficient liaison and coordination between the Director and UN Environment Divisions and Offices. •Working with the relevant staff from the divisions and offices, drafts reports for the Director, including on issues of a sensitive or confidential nature. •Assess implications and make recommendations to the Director on possible strategies and other measures to address issues of concern and to advance mandated objectives. Maintains calendar and monitors delivery of key reports and deliverables that are requiring Divisional input or leadership, particularly to members states and UN Committees and partners.

3. Support the Director's meetings and missions: •Assists in planning for and participating in meetings of the United Nations Environmental Assembly (UNEA) and the Committee of Permanent Representatives. •Ensures that the Director is effectively able to participate in and lead, when appropriate, meetings with the UN Environment Senior Management Team and other internal bodies as necessary. •Coordinates the preparation of extensive briefing materials, speeches and mission files, ensuring the materials from other offices are submitted in a timely manner and are of high quality. •Assists in follow-up actions arising from missions, including the finalization of mission reports and dissemination of relevant information to colleagues in other parts of UN Environment.

4. Support the Director to maintain close contact with governments, delegations, senior officials of the UN, UN system including audits and investigations: •Facilitates effective communication and contacts with governments, delegations and senior UN officials on administrative and other operational matters. •Brings to the attention of the Director issues relevant to UN Environment's bilateral relations with governments and inter-agency cooperation. •Identifies, analyzes and monitors political developments, trends and emerging issues that could affect the work of UN Environment. •Supports the coordination of UN Environment's engagement and commitments in relevant UN System-wide processes and initiatives including the liaison with UN Office in Nairobi, UN Reforms, Post-2015 development agenda, UNDP/UN Environment Memorandum of Understanding and the United Nations Development Group (UNDG) processes. •Assists in coordination of responses to audits and follows up on the implementation of audit recommendations. •Supports the Director in planning the logistics of investigations and in following up on the recommendations from investigations, as required. •Performs other related work as required by the Director.

Competencies

Professionalism: Knowledge of environmental, socio-economic and governance aspects of sustainable development is desirable. Ability to coordinate the development of policy options, undertake background research, and draft analytical papers and documents on cross-cutting issues related to UN Environment. Ability to develop systematic links with outside academic institutions, research centers, think tanks and foreign policy forums. Ability to organize meetings and forums on topical, substantive cross-cutting issues. Ability to act as a UN system focal point on thematic policy matters of relevance to UN Environment. Ability to develop partnerships and work collaboratively with other parts of the UN system and external partners. 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.

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.

Planning & 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

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, social sciences, management or related areas. A first level university degree in combination with two years of qualifying professional work experience may be accepted in lieu of the advanced degree.

Work Experience

A minimum of seven years of progressively responsible professional experience in administration, finance, accounting, human resources management or related field. Experience working in the Front Office of a Division or with the Chief of Branch is highly desirable. Demonstrable skills in working in cross functional teams is desirable. Experience at the international level including relevant environment/development working experience in the UN context is an added advantage.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is desirable.

Assessment

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

Special Notice

This position is open for recruitment for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by Him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Notice to Internal Applicants: When completing the Personal History Profile form (PHP), please ensure that 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.


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 email 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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