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Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: KINGSTON
Posting Period: 22 February 2017 - 23 March 2017
Job Opening Number: 17-Administration-UNEP-73502-R-Kingston (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Appointment against this position is 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.

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 "Need Help?" link.

Org. Setting and Reporting

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. The UNEP's Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This position is located in Ecosystems Division, Kingston duty station. Under the general supervision of the Coordinator of Caribbean Regional Coordinating Unit (CAR/RCU) and the direct supervision of the Administrative Officer, the incumbent will perform the following:

Responsibilities

Human Resources:

• Organize the recruitment of CAR/RCU staff including both the Inspira and local recruitment.
• Arrange for advertising of posts; assist in short listing of candidates, participate in and arrange for interviews, tests for candidates and assist in completing panel reports.
• Handle staff administration issues in co-ordination with the focal points at the Head Quarters and provide necessary assistance in recruitment, contract renewal and separation process.
• Liaising with the local Ministry of Foreign Affairs and UNDP in the issuance of identification card and Laissez Passer.
• Liaise with the Staff Administration Section (SAS) on staff entitlements.
• Review and act as alternate certifying officer for leave.
• Maintain CAR/RCU personnel files, including staff list and Ecosystems Division staff profile.
• Act as focal point for Special Service Agreement (SSA) matters and liaise with Programme Officers in finalizing documentations for processing of the Agreement, payments, etc.
• Maintain Consultant Roster.
• Assist in keeping the staff abreast of the UN Rules and Procedures in assigned areas.

Travel and Meetings:

• Act as focal point on the travel related matters at and advise staff on the travel related rules and regulations.
• Review travel requests, act as alternate certifier for travel advances and travel requests respectively.
• Review meeting participants roster and prepare participants cash/DSA.
• Review travel claims including Umoja documents.
• Organize and coordinate meetings undertaken, including and other UNEP Offices.
• Assist in hiring of the conference service staff: interpreters, translators, IT technicians, etc.
• Assist the Administrative/Fund Management Officer in performing the role of the Conference Officer during meetings.


Administration and Others:

• Liaise with government officials on administrative procedures required from Customs, Ministry of Foreign Affairs, Tax and Excise Departments on issuance of entry visas, custom clearance of office equipment, household and personal effects of internationally recruited staff; request waiver of entry visa requirement for participants to UNEP-sponsored meetings.
• Oversee the duties of the Driver/Messenger/Clerk.
• Oversee the maintenance of the office-supervision of the office cleaning staff; liaise with government agency in charge of premises on building maintenance.
• Represent CAR/RCU at the Inter-Agency Operational Management Meetings
• Participate in the Local Salary Survey Committee and other meetings in other locations.
• Acting as a back up to the Administrative Officer in certifying financial, administrative and HR related requests.
• Performs other duties as assigned.

Competencies

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.


• 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 & 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

Completion of secondary school is required. Supplemental training in a commercial or technical school or a related field training is an asset. Passing the Global General Services Test (GGST) or Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office Away, is desirable.

Work Experience

A minimum of seven (7) years’ progressive experience in administration, finance, accounting, audit or human resources or related area is required, of which preferably four (4) years have been with an International organization.

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 Spanish language is an advantage.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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.

Sorry, this job opening is no longer available.
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