PROGRAMME ASSISTANT, G5
Department/ Office
UNITED NATIONS ENVIRONMENT PROGRAMME
Duty Station
NAIROBI
Posting Period
21 March 2011-20 April 2011
Job Opening number
11-PGM-UN ENVIRONMENT PROGRAMME-18982-R-NAIROBI
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development 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 Regional Cooperation (DRC) helps to implement UNEP's global programs in the regions by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental problems and emergencies. This position is located in the United Nations Environment Programme, Division of Regional Cooperation at the Nairobi duty station. Under the Direct supervision of the Chief, Major Groups and Stakeholders Unit, the incumbent will perform the following functions:
Responsibilities
1. Prepare reports of the Unit's programmes and activities. Follow-up
and monitor actions required by the Unit. Draft reports and bring to the attention of the supervisors. 2. Research and compile background information to assist in determining accreditation of Nongovernmental Organizations (NGOs) to UNEP and, maintain and update a database of all Civil Society Organizations (CSOs) in contact with the Unit. 3. Collect and compile data from various resources required for the preparation of project proposals and Memorandum of Understandings (MOUs). Draft, review and edit MOUs to ensure adherence to laid down standard procedures. Within limit of delegated authority respond to queries on status of MOUs. 4. Collect and compile data from various resources required for the maintenance and development of the website 5. Assist in the coordination and organization of meetings/workshops and handle logistic arrangements such as venue, invitations, documentation, meeting rooms, presentations, participants list, conference services, travel of participants, analysis of evaluation questionnaires etc. 6. Prepare briefing notes/files for the supervisor for meetings and official mission. Facilitate and oversee dissemination of reports and other documents to internal and external partners. 7. Provide general office assistance such as: a) respond to information requests and inquiries; b) draft correspondence; c) review, log and route incoming correspondence; d) edit documents; e) establish and maintain inner office files/records on policy issues, information and management; f) organize meetings on day-to-day administrative and management matters; g) assess telephone billings for supervisor before submission for payment. 8. Perform other duties as assigned.
Competencies
Planning and organizing: Effective time management and ability to prioritize and plan own work to meet deadlines and effective organizational skills. Communication: Excellent ability to communicate effectively orally and in writing, excellent drafting skills. Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Technological awareness: Good computer skills, proficiency in advanced functions of UN's standard software applications.
Education
Completion of secondary school is required. Additional technical training in administrative courses, project management or other relevant field is desirable.
Work Experience
A minimum of five years of progressively responsible experience in the secretarial field, office administration/management or other related field 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. Working knowledge of French is desirable; knowledge of another UN language is desirable.
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.
Assessment Method
Evaluation of qualified candidates for this position may 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 and well before the deadline stated in the job opening. Online 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. In such cases, please resubmit the application, if necessary. If the problem persists, please send an email to recruitment@unon.org, quoting the job opening number in the subject header of your email.
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