Job Description
Special Assistant, Kenya
Job Title
SPECIAL ASSISTANT, P3
Department/ Office
OFFICE OF THE DIRECTOR
Duty Station
NAIROBI
Job Opening number
11-ADM-UNEP EO DEPI OD-20349-R-NAIROBI (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
Under the United Nations Environment Programme (UNEP), the Division of Environmental Policy Implementation (DEPI) 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 post is located in UNEP/DEPI at the Nairobi duty station.
Responsibilities
1. Perform diverse analytical tasks for the Director concerning institutional and administrative matters: a) Maintain a log on decisions taken by the Director DEPI and follow-up implementation; b) Analyze the recommendations of the sub-units of the Divisions c) Oversee analysis of administrative procedures on travel, procurement, personnel, follow-up, make recommendations and prepare drafts in response to administrative matters; d) Analyze and make follow-up on recommendations from Programme Co-ordination and Management Unit and Evaluation and Oversight Unit; e) Monitor decisions from UNEP Senior Management Group that are of relevance to the Divisions. 2. Prepare, participate in, analyze and follow-up meetings for the Director: a) Organize and follow-up meetings as participating in the preparation and follow-up of the Senior Management Group Meetings and other relevant meetings; b) Prepare substantive reports/briefing notes for the Director on conferences, seminars and meetings; c) Co-ordinate the follow-up functions for the Division and ensure that the required actions are taken, deadlines are met and quick responses are given; d) Act as Secretary in meetings set up by the Director, circulate the Agenda, and information materials for the meeting and follow up on decisions taken; e) Participate in meetings during the absence of the Director and prepare briefing notes; f) With regard to the decisions and responsibilities of the Director, help oversee the preparation of issues for the UNEP Governing Council, and Committee of Permanent Representatives and follow up the meetings and decisions of these bodies. 3. On behalf of the Director, liaise and consult with officials of governments, UN organizations, Intergovernmental organizations (IGOs), Non-Governmental Organizations (NGOs), and donors; plan, prepare and coordinate meetings and visits. Act as the Division's focal point on technical information delivery between UNEP Divisions, regional offices and out-posted offices: a) Set up systems, organize and coordinate the efficient functioning of the Director's office. b) Screen all official correspondence for the Director. Deal independently with matters that do not need to be brought to the Director's attention. Consult with appropriate managers and draft replies for Director's signature as appropriate; Ensure that all logs and follow-up systems for matters coming in and out of the Director's office are established and followed. 4. Perform special assignments as requested by the Director: a) Initiate development, together with colleagues in the Division, on special assignments/projects, and participate in specific projects/activities as requested by the Director.
Competencies
Professionalism: Proven analytical, and evaluative skills and ability to conduct independent research and analysis, identify issues, formulate options and make recommendations. Proven knowledge and understanding of relevant UN administrative, human resources and financial policies and procedures and application in UNEP. Identifies the key issues in a complex situation, and comes to the heart of the problem quickly. Considers positive and negative impacts of decisions prior to making them. Ability to apply good judgement in the context of assignments given and takes decisions with an eye to the impact on others and on the Organization. Planning and organizing: Ability to establish priorities and to plan, coordinate and monitor own work plan. Ability to respond to requests with short deadlines and work under pressure and ability to plan own work and manage conflicting priorities. Teamwork: Good interpersonal skills and ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity, including gender balance. Ability to liaise between various parties to collate and produce reports. Communication: Good communication skills (spoken and written), with proven ability to draft/edit a variety of written reports, studies and other communications and to articulate options concisely conveying maximum necessary information in a clear, concise style.
Education
Advanced university degree in business and/or administration, or social or environmental sciences or a first university degree with a relevant combination of professional and academic qualifications.
Work Experience
At least 5 years of professional working experience in environmental policy implementation and administration of which 2 years should be at the international level. Experience in programme/project management and administration is required.
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 other official UN languages desirable.
Assessment Method
Evaluation of qualified candidates for this position will include a substantive assessment which may be followed by a competency-based interview.
Special Notice
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 online as soon as possible after the job opening has been posted. Online applications will be acknowledged where an email address has been provided.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
SOME EMPLOYERS MAY ACKNOWLEDGE RECEIPT YOUR APPLICATION.
