Setting and Reporting
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. These
positions are located in the UN Environment, Corporate Services Division,
Administrative Unit, Nairobi duty station.The incumbent is responsible for the
Within delegated authority, the
Administrative Assistant will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT:
• Initiates, reviews, processes and follows-up on actions related to the
administration of the unit’s human resource activities, e.g, recruitment of
staff and consultants, placement, promotion, relocation, performance appraisal,
job classification reviews, separation of staff members, training etc.,
ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides
information and advice to staff regarding their entitlements, administrative
procedures, processes and practices, conditions of service, duties and
responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of
status of vacancy announcements. Reviews and processes personnel actions
• Monitors staffing table and prepare relevant statistical data/charts.
BUDGET AND FINANCE:
• Assists in the preparation and review of financial and human resource
proposals/requirements. Consolidates budget/work programme with respect to
Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments
• Assists managers in the elaboration of resource requirements for budget
• Assists in preparation of budget performance submissions and finalization of
budget performance reports, analysing variances between approved budgets and
• Prepares or customizes financial reports from UMOJA system generated reports.
• Co-ordinates with other finance and budget staff on related issues during
preparation of budget reports.
• Drafts routine correspondence to respond to enquiries in respect to
relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with
internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational
travel programme; monitoring accounts and payment to vendors and individual
services; physical space planning; identification of office technology needs
and maintenance of equipment, software and systems; organizing and coordinating
seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more
junior General Service staff.
• Assists with day-to-day administration of contracts between the UN and
external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by
the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work
Unit, Section or Service UN staff, including: UN grounds passes, property
passes, UN parking permits, swipe-card access and door keys.
Ability to perform a broad range of administrative functions, e.g., budget/work
programme, human resources, database management, etc. Ability to apply
knowledge of various United Nations administrative, financial and human
resources rules and regulations in work situations.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.
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
PLANNING AND 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.
High school diploma or equivalent.
Passing the Global General Service Test (GGST) is a prerequisite for
recruitment consideration in the General Service category in the United Nations
Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in
English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be
recognized in place of the GGST, pending confirmation of validity.
Minimum of seven years of
progressively responsible experience in administrative services, finance,
accounting, audit, human resources or related area. Working experience with
Enterprise Resource Planning (ERP) Systems is highly desirable.
English and French are the working
languages of the United Nations Secretariat. For the position advertised,
fluency in oral and written English is required. Knowledge of another official
United Nations language is an advantage.
Evaluation of qualified candidates
may include an assessment exercise which may be followed by competency-based
Appointment against this post is for
an initial period of one year and may be subject to extension. Appointment
against this post is on a local basis. External candidates will be
considered only when no suitable candidate from the duty station is identified.
The candidate is responsible for any travel expenses incurred in order to take
up the appointment.
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.
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
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
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.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE
RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR
ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON