Competencies

PROFESSIONALISM: Knowledge and understanding of theories, concepts and approaches relevant to substantive, operational and programme management. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.

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.

CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Advanced university degree (Master's degree or equivalent) in environmental sciences, economics, management, business administration, or a related field is required.
• A first-level university degree in combination with an additional two years of qualifying experience may be accepted in lieu of the advanced university degree.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of five (5) years of progressively responsible experience in environment, project or programme management, administration or related area is required.
• Experience working for a senior management level officer is desirable.
• Work experience at the UN or similar organization is desirable.
• Work experience in management, implementation and delivery of outputs of a work programme is desirable.
• Two (2) years or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Competencies

PROFESSIONALISM: Good knowledge of general administrative processes and procedures in particular those related to programme/project administration, implementation and evaluation; Ability to extract, interpret, analyze and format data. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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.

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.

Education

• High school diploma or equivalent is required. Finance related training is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
• The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

• A minimum of seven (7) years of progressively work experience in project fund management, finance, budget, accounting and administrative work or related area is required.
• One (1) year or more of experience in data analytics or related area is desirable.
• Work experience interpreting and applying administrative and financial policies is desirable.
• Work experience with an Enterprise Resource Planning System (ERP) e.g. SAP is desirable
• Experience with the United Nations System or similar international organization is desirable.
• Experience with Global funds such as Global Environment Facility (GEF), Adaptation Fund
• (AF) and/or Green Climate Fund (GCF) is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of other official United Nations languages is desirable.

Responsibilities

• 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 position is located in the United Nations Environment Programme (UNEP), Africa Office under the Finance and Administration Unit - Nairobi duty station. The incumbent will report to the Senior Administrative Assistant.
• The incumbent will provide support in the diverse areas of human resources, general administration, requisitioning and contract administration to the Director (D1) and Deputy Director P5 and Africa office staff in Nairobi and four outposted offices. Given the increased level of accountability under the new Medium Term Strategy, Program of Work and delivery model, the Africa office requires a high performing administrative assistant with the ability to consistently prioritize the assigned tasks, make daily decisions with the highest level of confidentiality and political sensitivity and implement administrative decisions in an accurate and responsible manner with minimum supervision; all guided by the UN and UNEP rules, regulations, policies and management instructions. The incumbent will perform the following duties and responsibilities: Requisition and Contract Administration: Assists to coordinate various activities related to the acquisition of goods and services for the office, e.g., consolidation and review of the acquisition plan, monitoring of contract availability, ensuring compliance with, and consistency in, the application of UN regulations, rules and procedures;
• Reviewing the requirements in form of specifications, Statements of Work, or Terms of Reference as well as associated evaluation criteria for completeness;
• Raises Umoja shopping carts for the acquisition of goods and services, creates Umoja Service Entry Sheets to record services rendered and submits payment requests for disbursement; Raises Umoja low-value acquisition POs and follows the entire process through to completion, up to the payment of invoices;
• Accepting goods, services or works delivered by vendors, and create R&I reports in Umoja; Lead contract management duties including vendor performance evaluation, when appropriate, in coordination with the end-user, if applicable;
• Conducting the low-value procurement process and creating the low value purchase order in Umoja. Submitting the purchase order for approval; Provide procurement support and shadowing for Admin staff in Africa office Field offices
• General Administration: Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff; Drafts routine correspondence; Maintains files of rules, regulations, administrative instructions and other related documentation; Maintains up-to-date work unit files (both paper and electronic);
• Ensure correct tracking of all Africa Office equipment and fixed assets in a timely manner, and ensure all relevant equipment is covered by the relevant insurance policy;
• Maintains, on an ongoing basis, the list of intangible property, including active subscriptions and licenses, mobile lines, landline extensions, among others, ensuring timely renewal or deactivation;
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, with the UN grounds passes, property passes, UN parking permits, swipe-card access and door keys;
• Acts as Travel Administrator for non-staff personnel and creates travel requests and expense reports in accordance with the UN regulations, rules, and processes;
• Perform other work-related duties as required, including physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordination of seminars and other events, among others.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making; Assists with visualizations and updating information material such as web pages or brochures.

Qualifications/special skills

• High School Diploma is required.
• Supplementary training in business Administration, HR management, Procurement or related field is highly desirable.
• Completion of UN Umoja courses is desirable.
• A minimum of five (5) years of progressive experience in administrative work, finance, accounting, audit, human resources, procurement and/or programme support or other substantive areas is required.
• Working experience with organizational Enterprise Resource Planning (ERP) Umoja systems is highly desirable. Understanding of UN administrative rules & regulations 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.