Closing Date: Sunday, 10 April 2011
Job Title: Administrative Assistant, G6
Department/Office: United Nations Office at Nairobi
Duty Station: Nairobi
Job Opening number: 11-Adm-Un Office at Nairobi-18714-R-Nairobi
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). The post is located in the Contractual Services Unit (CSU) of the Division of Conference Services (DCS) in UNON.
Responsibilities
Under the direct supervision of the Chief, Contractual Services Unit (CSU) and overall guidance of the Chief, Planning and Coordination Section (PCS), the incumbent will:
1. Arranging for travel of staff members, consultants and individual contractors by: Booking flights; Checking airfares; Raising travel requests; Reviewing and following up on travel claims.
2. Handling requests and other issues regarding procurement, purchasing and supplies by: Preparing procurement plans; Obtaining requirement/specifications and quotations; Processing the procurement of goods/services in the Integrated Management Information System (IMIS); Following up on delivery of requested goods/services.
3. Coordinating human resources management actions by : Processing recruitment of temporary language staff, other support staff servicing conferences within and outside the duty station; Preparing letters of Offer and Appointment for temporary appointments; Ensuring staff are medically cleared; Reviewing salary emoluments for language staff; Ascertaining timely disbursement of payments to temporary conference staff. 4. Perform other duties as assigned.
Competencies
Professionalism: Knowledge of relevant programming language(s) and basic programming skills. Good technical skills, ability to participate in development and maintenance of applications, provide user support.
Ability to respond to changing requirements and assignments
Ability to apply good judgment in the context of assignments given, 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;
Teamwork: Works collaboratively with colleagues to achieve organizational goals; 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;
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
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.
Planning& Organizing: 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
Completion of secondary education, supplemental courses/technical certificate in office administration, financial management, procurement or other related field.
Work Experience
A minimum of six years of relevant and progressively responsible experience in administration/personnel. Knowledge of UN applications, eg, IMIS is desirable
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 United Nations Officials 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.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based
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 in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staffs are expected to move periodically to new functions
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
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