Administrative Assistant (Reporting), Nairobi

Administrative Assistant (Reporting), Nairobi
Closing Date: Thursday, 12 August 2010
    Job Title:Administrative Assistant (Reporting), G5
    Department/ Office: UNITED NATIONS ENVIRONMENT PROGRAMME
    Duty Station:     NAIROBI
    Posting Period: 13 July 2010-12 August 2010
    Job Opening number: 10-ADM-UN ENVIRONMENT PROGRAMME-15297-R-NAIROBI
   
    United Nations Core Values: Integrity, Professionalism, Respect for Diversity
   
    Organizational Setting and Reporting
     The United Nations Environment Programme (UNEP) is the United Nations systems 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. This post is located in the UNEP, Executive Office (EO), Corporate Services Section (CSS) at the Nairobi duty station. Under the supervision of the Chief and Deputy Chief, CSS, the incumbent will carry out the following duties:
 Responsibilities
1. Prepare reports to policy making bodies/management: Prepare quarterly status of the UNEP Environment Fund and other sources of Funding; Prepare Management of Trust Fund and earmarked contribution report of the Executive Director on suggested actions by the Governing Council. Keep track of Trust Fund expiry dates and Liaise with Management Officers on decisions to take; Monitor Programme Support income inflow and outflow for UNEP Trust Funds and each Multilateral Environmental Agreements (MEAs); Analyze and split the shared costs charged on UNON and UNOG to various offices. 2. Financial Reporting: Prepare various financial reports; Provide information on clearing Inter-Office Billing and update on the current status; Analyze general ledger balances on Trust Funds and carry out research on historical data to extract information to assist on closure; Assist in compiling data for meeting of parties of conventions; Maintain decisions of the parties concerning respective Trust Funds and assist in the implementation of the decision in establishment of a reserve; Research, analyze and present information on MEAs Trust Funds; Liaise with MEAs offices for timely release of Trust Fund Status and other financial information on their Trust Fund; Keep track of status of contributions for Environment Fund; Review of commitments of projects against cash contributions and report on commitments with no cash contribution; Review of posting of income into Integrated Management Information System against the project organization and programme codes of the Budget Accounting Classifications; Maintain a database of new and additional trust fund; Extract information on MEA's trust fund biennial budgets from Committee Of Parties decision. Maintenance of Budget Control and Finance Administration of Projects:
Create zero funding allotments to facilitate successful processing of the savings batch. Support in creation of Funding Documents; Receive expenditure statements and verify correctness; create Pre-encumbrances, raise obligations and prepare request to project accounts; Prepare and compile project documents; Assist in project revisions, closure and submit for clearance; Process Small Scale Funding Agreements; Respond to queries regarding expenditures recording or payments; Perform any other duties assigned.
   
    Competencies
     Professionalism: Demostrates professional competency and mastery on the subject in administration processess and procedures. Ability to undertake basic research and gather information from standard sources; demonstrated ability to apply good judgement in the context of assignments given.
Accountability: Delivers outputs for which one he/she has responsibility within prescribed time and quality standards; takes ownership of all responsibilities and honors commitments.
Planning and Organizing: Identifies priority activities adjusting priorities as required . Monitor and adjusts plans and actions as necessary.
Teamwork: Ability to work in a multi-cultural and multi-ethnical envvironment with sensitivity and respect for diversity.
   
    Core Values
    Core Values: Integrity, Professionalism and Respect for Others
    Education
   
    Completion of secondary school is required. Supplementary training in administration and accounting is an asset.
   
    Work Experience   
    Minimum of five years of progressively responsible administrative and financial reporting is required. Working experience with the United Nations is an advantage.
   
    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 UN official language is an advantage.
   
    United Nations Considerations
   
    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.
   
    Special Notice
   
    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 to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
   
    No Fee
   
    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 BANK ACCOUNTS.