The position is located in the Industry and Economy Division, Secretariat of the ad hoc open-ended working group on a science policy panel on chemicals and waste and to prevent pollution, in Nairobi duty station. The incumbent will work under the overall supervision of the Principal Coordinator.

1. Database and Document Managemen

• tManage the Secretariat’s electronic filing system daily, including documentation, finance records, consultant terms of reference/job descriptions, mission reports, and correspondence
• .Serve as hard archive manager, maintaining a well-organized electronic and physical filing system with up-to-date working files and documents
• .Coordinate and maintain the library and archive of focal area documentation and knowledge products

.2. Financial and Budget Suppor

• tReview administrative and financial reports and donor fund transfer documents for accuracy and completeness; flag issues to managers
• .Maintain electronic records tracking expenses and contributions; liaise with Funds Management as needed
• .Track financial and substantive reporting, notify managers of delays, analyze financial data, and prepare supporting documents
• .Review programme documents (cost plans and budgets) for compliance with procedures and flag inconsistencies
• .Prepare pre-encumbrance documentation for workshop-related equipment and services

.3. Programme Implementation and Administrative Suppor

• tAct as focal point for administrative coordination of programme activities, liaising with various units for clearances and execution of internal projects
• .Initiate and follow up on administrative actions including
• :Recruitment and appointmen
• tTravel arrangement
• sTraining/study tour
• sPayments and disbursement
• sProcurement of goods and service

s4. Meeting and Event Coordinatio

• nOrganize meetings, workshops, and periodic events
• :Handle logistics (tickets, DSA, hotel and venue bookings, equipment, hospitality
• )Prepare slides and visual material
• sEnsure availability and function of conference equipmen
• tDraft reports and minutes as require
• dArrange teleconferencin

g5. Travel and Mission Suppor

• tArrange travel for staff, including approvals, itineraries, hotel bookings, visa processing, ticketing, and travel claims
• .Prepare mission documentation and circulate reports
• .Support preparation of home leave documents

.6. Reporting and Correspondenc

• eDraft and update reports, briefing notes, spreadsheets, and statistical summaries
• .Compile and enter programme data, monitor status, flag delivery delays, and draft related status reports
• .Draft correspondence on programme matters
• .Ensure all documents comply with UNEP templates and standards

.7. General Office Suppor

• tProvide administrative assistance to professional staff and onboarding support to new staff
• .Respond to complex inquiries, route incoming correspondence, and maintain logs and records
• .Handle routine office tasks (e.g., phone calls, leave and travel records, internal and external communication)

.8. Cross-Unit Suppor

• tProvide backup to other Programme Assistants, including
• :Supporting outposted assistants with project and team coordinatio
• nPreparing and following up on consultant contracts and commitment

s9. Data and Knowledge Managemen

• tTrack organizational and management updates
• .Assist with data collection, analysis, and visualization for reports and decision-making
• .Update outreach materials (web pages, brochures) as needed

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Relevant Experien

• ceMinimum of 3 years of experience in administration, programme, or project administration (required
• ).Experience within the United Nations common system or other international organizations (highly desirable
• ).Experience working with ERP systems such as Umoja (desirable
• ).At least 1 year of experience in data analytics or a related area (desirable
• ).Project management experience related to environmental projects at the national and/or international level (desirable

).
Deadline: 08/05/2