SPECIAL ASSISTANT, ADMINISTRATION

Org. Setting and Reporting

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.

UNEP’s Ecosystems Division 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 office of the Director of Ecosystems Division at the Nairobi duty station.

Under the direct supervision of the Director Ecosystems Division, supported by the Deputy-Director, the incumbent will perform the following duties:

Responsibilities

1. Systematize the planning process to facilitate strategic decision making within the Division.

• Research, analyze and present information gathered from diverse sources of relevance to the Director and Deputy Director such as policy issues and administrative matters.
• Support and advise the Director and Deputy Director and bring to their attention urgent and sensitive matters.
• Oversee and organize policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies.
• Generate survey initiatives, design data collection tools, review, analyze and interpret responses, identify problems/issues and prepare conclusions.
• Organize and prepare written outputs, e.g. prepare background and briefing papers, analyse, report and study, inputs to publications.
• Establish and maintain procedures, standards and tools which are consistent with UN policy and practice to ensure proper adherence to Human resources matters and financial management and control.
• Supervise and manage staff in the office of the Director and Deputy Director.

2. Maintain liaison with Divisions, the Executive Office, Senior Management and UNEP’s Regional and out-posted offices including the Regional Seas Conventions and Action Plans Secretariats.
• Ensure prompt and efficient liaison and coordination between the Director and UNEP Divisions and Offices.
• Working with relevant staff from the Divisions and Offices, draft reports for the Director and Deputy Director, including on issues of sensitive and confidential nature.
• Assess implications and make recommendations to the Director and Deputy Director on possible strategies and other measures to address issues of concern and to advance mandated objectives.
• Maintain calendar and monitor delivery of key reports and deliverables that are requiring Divisional input or leadership, particularly to member states and UN Committees and partners.

3. Support the Director and Deputy Director’s meetings and missions.
• Assist in planning for and participating in meetings of the United Nations Environment Assembly (UNEA) and the Committee of Permanent Representatives.
• Ensure that the Director and Deputy Director are effectively able to participate in and lead, when appropriate or requiring Ecosystems Division related interventions, meetings with the UNEP Senior Management Team and other internal bodies as necessary.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Coordinate the preparation of extensive briefing materials, speeches and meetings/mission files, including the finalization of mission reports and dissemination of relevant information to colleagues in the Division and other parts of the organisation as appropriate.

4. Support the Director and Deputy Director to maintain close contract with governments, delegations and Senior officials of the UN including on operational and administrative matters.
• Bring to the attention of the Director and Deputy Director, issues relevant to UNEP’s bilateral relations with governments, partners and inter-agency cooperation relating to the work of the Division.
• Identify, analyse and monitor political developments, trends and emerging issues that could affect the work of the Division and organisation in general.
• Support the coordination of the Division’s engagement in relevant UN System-wide processes and initiatives including UN reforms and the UNEP transformation process, among others.
• Analyse and follow up on recommendations of the UNEP Evaluation Unit, the UN Board of Auditors or other audit recommendations of a programmatic and operational nature at the Divisional level.

5. Perform other related duties as required.

Competencies

PROFESSIONALISM: Knowledge and understanding of theories, concepts and approaches relevant to environment, project or programme management and administration. Knowledge and understanding of theories, concepts and approaches relevant to environment, project or programme management and administration. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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 analyze and interpret data in support of decision-making and convey resulting information to management. 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.

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

Advanced university degree (Master's degree or equivalent) in environmental or social sciences, business or public administration, management, economics or a related field is required.

A first-level university degree in combination with two (2) additional years of qualifying work 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

At least seven (7) years of professional working experience of which two (2) are at an international level preferably relating to sustainable development and/or environmental related issues is required.

Experience working in a front or coordinating office, supporting senior level managers or cross functional teams is desirable.

Work experience within the United Nations context or similar organization is desirable.

Experience in coordinating large delegations in intergovernmental meetings is desirable.

At least two (2) years’ experience in coordinating projects relating to ecosystems and biodiversity is desirable.

Two (2) or more years of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position fluency in English is required. Working knowledge of another United Nations official language is desirable.

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this position is for an initial period of one (1) 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.

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.

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.

Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations.

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.

On-line applications will be acknowledged where an email address has been provided. 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. 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.

United Nations Considerations

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, sexual abuse, or sexual harassment, 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 conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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 homepage.

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.

No Fee

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.