UN Administration Assistant Jobs,Ksh 100,000
|Posting Title:||Administrative Assistant, G6|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||United Nations Office at Nairobi|
|Posting Period:||23 August 2017 – 21 September 2017|
|Job Opening Number:||17-Administration-UNON-83524-R-Nairobi (R)|
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Appointment against this post is for an initial period of one year and may be subject to extension. 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 appointment. 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. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
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 (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services. (www.unon.org). This post is located in the Procurement Section, UNON, Nairobi duty station. Under the supervision of the Chief Procurement Officer (CPO), the incumbent will be responsible for the following duties:
Human Resources Management: •Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. •Coordinate to provide response to inquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. •Oversee the maintenance of job opening files and keeps track of status of job openings. •Monitor staffing table and prepare relevant statistical data/charts.
General Administration: •Draft routine correspondence to respond to inquiries in respect to relevant administrative, financial audit, personnel matters. •Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the Offices away from Headquarters. •Maintain petty cash. •Correspond with Finance and Accounts colleagues on matters related to administration and procurement functions of the Section. •Maintain contract and purchase order files and related documents in the filing room •Act as bid opening official and maintains all relevant documentation. •Perform other related administrative duties, as required (e.g., physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, and conferences). •May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Contract Administration: •Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. •Prepare and process all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits.
- Professionalism: Ability to perform a broad range of administrative functions, e.g. budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
•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 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. progress or setbacks in projects; meets timeline for delivery of products or services to client.
Completion of secondary education (HS diploma) is required. Supplemental courses/technical certificate in information technology or other related field is desirable. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.
At least seven years of work experience in administrative services, human resources or related area. Experience working with Enterprise Resource Planning (ERP) systems is desirable.
English and French are the working languages of the United Nations Secretariat. For this position fluency in oral and written English is required. Working knowledge of another UN
language is desirable.
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
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.