Localité : Kenya / Nairobi Domaine : Assistance de direction Niveau : Non precise Entreprise recruteur : Organisation des Nations Unies (ONU)
Recrutement de 01 SENIOR ADMINISTRATIVE ASSISTANT (Personal Assistant)
Niveau d'études: Non précisé
Expérience: 10 ans ou plus
Expire le: 25-10-2023
ONU Carrière
Nairobi, Kenya
vacance de poste
Intitulé publication: SENIOR ADMINISTRATIVE ASSISTANT (Personal Assistant), G7
Intitulé code d’emploi: Assistant principal à l'administration
Département / Bureau: Programme des Nations Unies pour l'environnement
Lieu d'affectation: NAIROBI
Période de candidature: - 25 octobre 2023
No de l’appel á candidature: 23-Administration-UNEP-217797-R-Nairobi (X)
Staffing Exercise N/A
Valeurs fondamentales de l'ONU: intégrité, professionnalisme, respect de la diversité
Cadre organisationnel
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 overall objective of UNEP's Industry and Economy Division is to encourage decision makers in government, local authorities, and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. The Division promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices, and other tools that assist in environmentally sound decision making and the building of corresponding activities.
The position is located in the UNEP/Industry and Economy Division, Director’s Office in Nairobi. Under the direct supervision of the UN Coordination Officer, and the overall supervision and daily guidance of the Director, the incumbent will be responsible for the following duties:
Responsabilités
• Independently manages the Office of the Director and the planning, organization, and administration of the Director’s Office workflow. Provides substantive and administrative support in managing the Director’s priorities and workflow and ensures that management directives and decisions are properly carried out by the deadline.
• Supports the functions of the Director by managing the Director's agenda and scheduling her meetings, deriving priorities and relevant information by monitoring the Director's e-mail inbox and by ensuring a consistent communications flow with relevant partners and counterparts.
• Supports the Director with actions to be taken in UMOJA, Inspira, WeCollaborate and Partnership portals. Analyzes relevant requests, ensuring adequate background is available to inform Director’s decision, and ascertains that all approvals /due diligence have been completed before the request reaches the Director for final clearance.
• Consistently monitors the Director’s e-mail inbox and brings to the attention of relevant colleagues’ specific correspondence for information and/or action, clearly communicating the Director’s instructions and expectations, and monitoring task completion.
• Responds to e-mails on behalf of the Director, and/or provides the Director with draft e-mails and e-mail replies.
• Flags/unflags Director's e-mails on Director's inbox and provides the Director with a weekly summary of pending tasks requiring attention/action to facilitate management functions. Responds to e-mails on behalf of the Director, and/or provides the Director with draft e-mails and e-mail replies.
• Supports the drafting and finalizing of formal communications including memoranda, letters, Note Verbales to external and internal entities. Serves as the division focal point for Executive Office Correspondence Tracking System.
• Prepares all the necessary background documentation for the Director’s meetings with UN and non-UN constituencies and arranges physical and virtual venues and logistics. Responsibilities range from the organization/circulation of the agenda, issuance of invitation letters, drafting of background documents, minutes, and the coordination of briefing notes requested by the Director in preparation of meetings and speaking engagements.
• In coordination with PMAU, assists with day-to-day administration of contracts between the UN and external contractors for outsourced services relevant to the Nairobi duty station.
• Prepares and processes, as may be required, UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys relevant to the Nairobi duty station.
• 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.
• Performs other relevant duties as may be requested.
Compétences
PROFESSIONALISM: Ability to identify issues, analyze and participate in the resolution of issues/ problems. Ability to apply judgment in the context of an assignment given. Shows pride in work and in achievements; 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. 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 accomplishment 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.
Formation
Completion of High School Diploma or equivalent is required.
Job - Specific Qualification
Additional education or technical training in the field of administration is desirable.
Expérience professionnelle
A minimum of ten (10) years of relevant and progressive experience in administration of which two (2) of the ten (10) years' should be in front office coordination, is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.
Experience in supporting the functions of UN senior managers or senior managers in an international organization is desirable.
Experience in organizing complex missions and coordinating briefing notes and background documents in view of high-level meetings is required.
Experience in drafting, editing, and formatting documents (briefing notes, e-mails, memoranda, letters to high-level counterparts) is required.
Experience in coordinating electronic agenda and organizing in-person and on-line meetings, workshops and conferences is required.
Experience in backing-up e-mail correspondence on behalf of others is desirable.
Experience in keeping an overview of pending tasks and supporting principals in prioritizing their tasks (including through written summaries) is desirable.
Work experience using Enterprise Resource Planning Systems, e.g., Umoja is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
Connaissances linguistiques
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.
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Note: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of "confident" in two of the four areas.
Méthode d'évaluation
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Notice spéciale
Appointment against this post is for an initial period of one (1) year and may be subject to extension.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
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.
Internal Applicants – when completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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 "Contact Us" link.
Charte des Nations Unies
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s'entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu'il entrave la bonne marche du service, est présenté comme une condition d'emploi ou crée au lieu de travail un climat d'intimidation, d'hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l'importance d'un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l'Organisation à l'accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l'Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d'instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d'accueil de leur compte Inspira.
Les candidatures feront l'objet d'une évaluation et d'un examen préalables sur la base des informations soumises conformément aux critères d'évaluation de l'avis de vacance de poste et aux dispositions législatives internes applicables de l'Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l'Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l'objet d'une attention particulière pour s'assurer de l'exactitude des renseignements qu’ils ont fournis dans leur candidature.
Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.
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