UNEP Jobs in Kenya - Information Management Assistants

UNEP Jobs in Kenya - Information Management Assistants

Posting Title: Information Management Assistant, G5 Job Code Title: Public Information Assistant
Department/ Office: United Nations Environment Programme
Duty Station: Nairobi
Posting Period: 19 November 2014-19 December 2014
Job Opening number: 14-PUB-UNEP-37208-R-Nairobi (X)
Special Notice
Appointment against this post is 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.
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.
On-line 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.
If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.
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.
The Regional Office for Africa (ROA) helps to implement UNEP's Regional programs in Africa by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies.
This position is in UNEP/ROA at the Nairobi duty station.
Responsibilities
Under the direct supervision of the Project Manager, the incumbent will be responsible for the following duties:
1. Provide technical, design and development of website database:

On line Mapping depository services:

create a database to store and retrieve the body of adaptation and food security work;

Conceptualize and design report and presentations for printing, electronic distribution and live delivery;

Ensure that all publications, reports and products conform to the UNEP graphics and publications guidelines and policy;

Prepare and edit art-works, photos, charts and other graphic elements for use in Ecosystem based Adaptation (EbA) Unit's communication products. 2. Design and layout of e-newsletters:

Assist to identify and download pictures for use in publications, presentations, and websites;

Develop modern, interactive and easily navigable website displays. 3. Register incoming and outgoing records in electronic record keeping system;

Maintain paper-based and electronic central file system:

Create new folders, applying disposition instructions and tracking file circulation;

Participate in records management projects in Secretariat offices, assemble records and create electronic file lists in preparation for records transfer and arrange for their transportation from offices to non-current storage;

Support external reference services by drafting routine responses to inquiries, including records reproduction transmittal, for approval of Unit Chief. 4. General:

Conduct research as requested;

Provide relevant technical support to users of information services;

Provide administrative support for the Unit and Section Chiefs. 5. Perform other relevant duties as assigned.
Competencies
Professionalism:

Knowledge of graphic design, website design and information packaging.

Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy.

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 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. Technological Awareness:
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education

Completion of secondary school or equivalent is required.

Supplementary knowledge in information packaging and/or graphic design is desirable. Work Experience

A minimum of five years experience in graphic design and information packaging is required. Languages

English and French are the working languages of the United Nations Secretariat.

For this post, fluency in written and oral English is required.

Working knowledge of other UN official languages is an advantage. Assessment Method
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.
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.
For more information on job application details, see; UNEP Jobs in Kenya - Information Management Assistants