Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the leading environmental authority that sets the global environmental agenda, promotes the coherent implementation of environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment. The parties to the Vienna Convention for the Protection of the Ozone Layer (1985) and its Montreal Protocol on Substances that Deplete the Ozone Layer (1987), the ozone treaties, designated UNEP as the Secretariat for these two international agreements in 1989. This post is located in the Secretariat for the Vienna Convention and its Montreal Protocol (the Ozone Secretariat) at the Nairobi duty station. Under the overall supervision of the Senior Legal Officer and the direct supervision of the Senior Administrative Officer, the incumbent will be responsible for the following:

Responsibilities

a) Programme management duties:

• Supports research, compiles, analyses, summarizes, and presents data and information on production and consumption of substances controlled under the Montreal Protocol and on illegal trade as submitted by parties to the Protocol.
• Assists in the recording and analysis of the data on controlled substances received from the parties.
• Processes and updates accounting framework data for essential uses, other than laboratory and analytical applications as submitted by the parties to the Montreal Protocol, into the database for controlled substances.
• Provides responses to queries from members of the subsidiary bodies such as the Implementation Committee under the Non-Compliance Procedure for the Montreal Protocol and implementing agencies of the Multilateral Fund for the Implementation of the Montreal Protocol.
• Prepares, maintains and updates electronic files.
• Undertakes research and selects a variety of information from office files, records, reports or other sources as required by the supervisor.
• Drafts correspondence related to all aspects of the work of the Implementation Committee and to compliance with the Montreal Protocol.
• Maintains the contact list of the current Committee members.

b) Support to the meetings of the Implementation Committee:

• Pre-session assistance:
  • Drafts and processes invitation letters for the meetings of the Implementation Committee and any follow up activities from the decisions adopted by the parties in relation to the Implementation Committee.
  • Monitors Committee pre-session documents for editing and, as appropriate, translation by Conference Services.
  • Assists with travel arrangements for official missions of officers supporting the Committee as needed and follows up on all travel-related issues with relevant units, the travel agency and hotels.
  • Assists in travel arrangements of participants to meetings of the ozone treaties from the assigned region and members of the Committee.
• In-session assistance:
  • Ensures logistical preparations for the meetings of the Implementation Committee.
  • Supports screen projection during these meetings as needed in coordination with other team members.
• Post-session assistance:
  • Finalizes the list of Committee meeting participants.
  • Drafts post-meeting Committee related correspondence.
  • Finalizes the travel claims for relevant meeting participants.

c) Support on budget and finance related tasks:

• Contributes to the preparation of the Secretariat’s budget.
• Monitors expenditures, compares with approved budget and prepares accounting adjustments, as necessary.
• Assists in preparation of budget performance reports and analysis of variances between approved budgets and actual expenditures.
• Reviews weekly reports received and flags areas of concern to the Senior Administrative Officer.
• Reviews weekly contribution reports and prepares acknowledgement letters for the donors.

d) Data related work:

• 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.

e) Performs other duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to administration, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 team shortcomings.

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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Supplementary training in accounting is desirable.

Work Experience

A minimum of seven (7) years of progressive experience in general office support, programme management, administrative assistance, or a related field is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in accounting is required. Experience working with MS Office Suite (Word, Excel, PowerPoint) or related applications is required. Experience working with Enterprise Resources Planning (ERP) systems, in processing travel, budgets and preparing reports is desirable. Experience in preparing cost estimates and expenditure monitoring is desirable. One (1) year or more of experience in data analytics or a related area is desirable.

Languages

English a

• Supports research, compiles, analyses, summarizes, and presents data and information on production and consumption of substances controlled under the Montreal Protocol and on illegal trade as submitted by parties to the Protocol.
• Assists in the recording and analysis of the data on controlled substances received from the parties.
• Processes and updates accounting framework data for essential uses, other than laboratory and analytical applications as submitted by the parties to the Montreal Protocol, into the database for controlled substances.
• Provides responses to queries from members of the subsidiary bodies such as the Implementation Committee under the Non-Compliance Procedure for the Montreal Protocol and implementing agencies of the Multilateral Fund for the Implementation of the Montreal Protocol.
• Prepares, maintains and updates electronic files.
• Undertakes research and selects a variety of information from office files, records, reports or other sources as required by the supervisor.
• Drafts correspondence related to all aspects of the work of the Implementation Committee and to compliance with the Montreal Protocol.
• Maintains the contact list of the current Committee members.
• Drafts and processes invitation letters for the meetings of the Implementation Committee and any follow up activities from the decisions adopted by the parties in relation to the Implementation Committee.
• Monitors Committee pre-session documents for editing and, as appropriate, translation by Conference Services.
• Assists with travel arrangements for official missions of officers supporting the Committee as needed and follows up on all travel-related issues with relevant units, the travel agency and hotels.
• Assists in travel arrangements of participants to meetings of the ozone treaties from the assigned region and members of the Committee.
• Ensures logistical preparations for the meetings of the Implementation Committee.
• Supports screen projection during these meetings as needed in coordination with other team members.
• Finalizes the list of Committee meeting participants.
• Drafts post-meeting Committee related correspondence.
• Finalizes the travel claims for relevant meeting participants.
• Contributes to the preparation of the Secretariat’s budget.
• Monitors expenditures, compares with approved budget and prepares accounting adjustments, as necessary.
• Assists in preparation of budget performance reports and analysis of variances between approved budgets and actual expenditures.
• Reviews weekly reports received and flags areas of concern to the Senior Administrative Officer.
• Reviews weekly contribution reports and prepares acknowledgement letters for the donors.
• 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 duties as assigned.

• Ability to work well with figures
• Undertake basic research and gather information from standard sources
• Ability to perform analysis, modeling and interpretation of data in support of decision-making
• MS Office Suite (Word, Excel, PowerPoint) or related applications

• High school diploma or equivalent is required.
• Supplementary training in accounting is desirable.