SPECIAL ASSISTANT, ADMINISTRATION

Org. Setting and ReportingThe 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 Climate Change Division is the lead Division charged with carrying out the functions of UNEP in the field of environmental Climate Change. To fulfill its mandate, the work of the Climate Change Division focuses on: working with Members States and Partners to accelerate and support a just transition by addressing mitigation and adaptation gaps through enhancing implementation capacity, access to finance and technology, and building resilience. The Climate Change Division promotes sustainable development and effective policies for climate stability; support action so that countries progress on decarbonization, dematerialization, and resilience pathways in line with their climate commitments, aspirations, and needs; and foster transparency in reporting. This position is located in the Climate Change Division in Nairobi, Kenya. The incumbent will report to the Director, Climate Change Division, and will be responsible for the following duties: ResponsibilitiesPerform analytical tasks for the Director and provide strategic and policy support to the Director: - Review and analyze policy papers, reports and other documents on environmental issues and prepare recommendations for consideration by the Director; - Support the Director in drafting policy papers on issues related to the work of the Division, in particular on climate emerging environmental issues; - Prepare substantive reports and briefing notes for the Director for use at conferences and meetings; - Organize independently and participate in the organization of major workshops and meetings supported by the Division, including drafting of Memoranda of Understanding, liaison with Governments and other officials; - Draft, review and finalize policy statements and speeches on environmental issues for use by the Director, and UNEP Senior Management; - Participate in meetings during the absence of the Director and prepare briefing notes for him/her as well as decide which issues need his/her immediate attention; - Coordinate the follow-up functions for the Director and ensure that the required actions are taken, deadlines are met and quick responses are provided; - Provide recommendations to the Director on the handling of emerging policy issues; - Oversee necessary analytical administrative procedures, e.g. on travel, to ensure that the Director's decisions and circulars are adhered to. - Participate, as appropriate, in missions undertaken by the Director and/or undertake missions on behalf of the Director. Provide support to the Director in the Management of the Climate Change Division: - With regard to the decisions and responsibilities of the Director, provide support to the preparation of documents for submission to the UN Environment Assembly, the Committee of Permanent Representatives as well as other meetings and conferences, and take the lead in following up on decisions of these meetings; - Act as Secretary in divisional management meetings, as well as other meetings convened by the Director, including the organization of the meetings, circulation of agenda, drafting and finalization of minutes of these meetings as well as follow-up on decisions taken; - Coordinate the development and implementation of the Climate Change Division Programme of Work and keep the Director abreast of the status of implementation; - Coordinate and ensure timely submission of reporting requests and bring issues related to lack of implementation to the attention of the Director. - Keep an overview of the dashboards, evaluations, and monitoring tools to bring issues to the attention of the Director. Undertake administrative and institutional activities related to the work of the Climate Change Division: - Review, draft and finalize letters, memoranda, and other written communications and reports for signature of the Director, the Executive Director and Deputy Executive Director; - Liaise closely with Executive Office and other UNEP Special Assistants on issues relevant to the work of the Climate Change Division; - Review incoming correspondence to the Division, process the same in line with procedures and ensure that appropriate follow-up is taken; - Review all outgoing correspondence for signature by the Director and ensure that the highest quality is maintained. - 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. - Perform other related duties as requested by the Director. CompetenciesPROFESSIONALISM: Knowledge of different aspects of public information and communication. Knowledge of UNEP policy, activities and programmes as well as sound knowledge of the UN and UNEP Rules and Regulations is desirable. Ability to address a range of issues in the context of political developments, public attitudes and local conditions. Ability to conceptualize, design and implement major information campaigns. Ability to rapidly analyse and integrate diverse information from varied sources. Ability to diplomatically handle sensitive situations with target audiences and cultivate productive relationships. Ability to produce a variety of written communications products in a clear, concise style. Ability to deliver oral presentations to various audiences. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. EducationAdvanced university degree (Master's Degree or equivalent) in environmental Climate Change, social or political sciences, business administration, environmental management or a related field. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of progressively responsible experience in the field of sustainable development or environment-related programmes, or public administration, including at the international level is required. Work experience in United Nations system or similar international organization is desirable. Experience in conducting in-depth research on climate change issues, including environmental policies, regulations, and scientific data is desirable. Experience in preparing briefing materials, reports, and presentations for high-level meetings, ensuring accurate and relevant information is desirable. Experience in engaging and coordinating input from internal teams and external stakeholders (governments, NGOs, scientific institutions) is desirable. Experience in organizing meetings, retreats, conferences, and events, ensuring smooth programmatic and logistics and clear communication channels between all involved parties is desirable. Experience in supporting teams during international climate change meetings, such as the UN Climate Change Conference (COP) is desirable. A minimum of two (2) years or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations 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. AssessmentEvaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview. Special NoticeAppointment against this position is for an initial period of one (1) year and may be subject to extension. Candidate selected will be granted a fixed-term appointment limited (\"FTA-limited\") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. United Nations Secretariat staff members who meet the definition of \"internal candidate\" in staff rule 4.10, who are selected for a position subject to FTA limited will be reassigned to the position without a lien to their parent position. 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. Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professional's programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position. 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