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Administrative Assistant, Kingston (G-6)
Closing date: 2015-04-03
Posting Title:ADMINISTRATIVE ASSISTANT, G6
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/ Office:United Nations Environment Programme
Posting Period:4 March 2015-3 April 2015
Job Opening number:15-ADM-UNEP-40004-R-KINGSTON (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment.
This position is open for recruitment for an initial period of one year and may be subject to extension. 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. 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 seek technical assistance through the Inspira 'Need Help?' link.
Organizational 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 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 the Kingston duty station.
Under the general supervision of the Coordinator of UNEP- Caribbean Regional Coordinating Unit (CAR/ RCU) and the direct supervision of the Administrative Officer, the incumbent will perform the following: Human Resources:
- Organize the recruitment of CAR/RCU staff including both the Inspira recruitment and local recruitment.
- Arrange for advertising of posts; assist in short listing of candidates, participate in and arrange for interviews and tests for candidates; assist in completing panel report and transmit documentation in Inspira and relevant section of the HQs, etc.
- Handle staff administration issues in co-ordination with the focal points at the HQs and provide necessary assistance in recruitment, contract renewal and separation process liaising with the local Ministry of Foreign Affairs and The United Nations Development Programme (UNDP) in the issuance of identification card and Laissez Passer.
- Liaise with the Staff Administration Section (SAS) on staff entitlements.
- Review and act as alternate certifying officer for leave.
- Maintain CAR/RCU personnel files, including CAR/RCU staff list and DEPI staff profile.
- Act as focal point of Special Service Agreement (SSA) matters and liaise with Programme Officers in finalizing documentations for processing of the Agreement, payments, etc.
Maintain Consultant Roster.
- Assist in keeping the CAR/RCU staff abreast of the UN Rules and Procedures in assigned areas.
Travel and Meetings:
- Act as focal point on the travel related matters at CAR/RCU and advise staff on the travel related rules and regulations.
- Review travel request, act as alternate certifier for travel advances and travel requests respectively.
- Review meeting participants roster and prepare participants cash/DSA.
- Review travel claims including IMIS documents.
- Organize and coordinate meetings undertaken by the CAR/RCU and other UNEP Offices.
- Assist in making the logistical and administrative arrangements of the meetings, visit the meeting venue and meet with government representatives where necessary.
- Assist in hiring of the conference service staff: interpreters, translators, IT technicians, etc.
- Assist the Administrative/Fund Management Officer in performing the role of the Conference Officer during meetings undertaken by CAR/RCU.
Administration and Others:
- Liaise with government officials on administrative procedures required from Customs, Ministry of Foreign Affairs, Tax and Excise Departments on issuance of entry visas, custom clearance of office equipment, household and personal effects of internationally recruited staff; request waiver of entry visa requirement for participants to UNEP-sponsored meetings.
- Oversee the duties of the Driver/Messenger/Clerk.
- Supervise matters concerning the office vehicle, such as registration, insurance, maintenance and repairs; vouchers/coupons for petrol from suppliers; ensure that proper transportation arrangements for the reception of staff or visitors.
- Oversee the maintenance of the office-supervision of the office cleaning staff; liaise with government agency in charge of premises on building maintenance.
- Represent CAR/RCU at the Inter-Agency Operational Management Meetings to discuss streamlining of operations of various UN agencies located in Jamaica.
- Participate in the Local Salary Survey Committee and other meetings in other locations.
- Responsibility for back up to Administrative Officer in certifying financial, administrative and HR related requests.
- Other duties as requested.
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
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.
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.
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.
Completion of secondary school is required. Supplemental training in a commercial or technical school or a related field training is an asset. Passing the Administrative Assessment Support Test (ASAT) at Headquarters, or an equivalent recognised locally-administered test at a United Nations Office Away from Headquarters is desirable.
A minimum of seven (7) years' progressive experience in administration, finance, accounting, audit or human resources or related area is required; of which preferably four (4) years have been within the UN system.
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 the Spanish language is desirable. Working knowledge of other UN official languages is an advantage.
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' on the upper right side of the browser on Inspira.
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.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.