|Posting Title:||ADMINISTRATIVE ASSISTANT, G4 (Duration until 13 October 2017), G4 (Temporary Job Opening)|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||United Nations Office at Nairobi|
|Posting Period:||14 July 2017 – 20 July 2017|
|Job Opening Number:||17-Administration-UNON-82118-J-Nairobi (X)|
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
• This is a temporary job opening. Appointment against this post is for a limited duration up to 13 October 2017, after which the post is abolished.
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• Please note that 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.
• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
• Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
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. UNON supports 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). This post is located in the Nairobi duty station, Host Country Services Unit (HCSU) within Central Services Service of the Division of Administrative Services, UNON. Under the general supervision of the Protocol Officer, the incumbent will perform the following duties:
Liaises with government offices namely, Ministry of Foreign Affairs, Immigration Department, Kenya Revenue Authority and Registrar of Motor Vehicles and handles documents and issues related to immigration, duty-free and tax provisions of the Host Country Agreement for UNEP, UN-HABITAT and UNON, as well as entitled staff.
1. Prepares and monitors documents submitted to the Host Country departments: Notification of arrival and departure, issuance/renewal of diplomatic identity cards/personal identification numbers, issuance/renewal of re-entry passes for staff members and their dependants, issuance/renewal of entry permits for non-Kenyan locally recruited staff members, extension of visitors passes for interns and consultant, issuance of Kenya entry visas for meeting participants, issuance/renewal of Kenyan road/driving licenses for official vehicles as well as for the private vehicles of privileged staff members and their dependants; registration of new vehicles purchased officially by the organizations as well as privately, by privileged staff members and their dependants; transfer/disposal of the above-mentioned vehlces, V.A.T. exemptions for the organizations as well as individual staff members and promptly follows up and minimizes delays in processing.
2. Responsible for filing of documents and updating the electronic database containing relevant information on staff members/dependants, their entitlements, and vehicles; ensures that the data stored in the electronic database is accurate and that all documents relating to staff members are properly and systematically filed; tracks the expiry dates of documents, visas, and reminds the affected staff members to initiate action for renewal of the same in good time. Generates and prints reports on various aspects of the running of the unit as and when required by querying the database.
3. Maintains the host country relations unit website. Ensures up-to-date, accurate and consistent content of the website. Updates the guidelines and procedures relating to the filling of relevant forms by the staff members.
4. Educates and provides guidance to staff on exercising their entitlements; reports on statistics and performance.
5. Drafts correspondence, notes verbales, covering letters and performs any other duties as may be assigned by the Chief. Stands in for the administrative assistants in HCRU in their absence.
Professionalism: Knowledge of travel related processing requirements including planning, managing and resolving conflicting priorities; Shows pride in work and in achievements; 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.
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; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.
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.
High school diploma or equivalent. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
A minimum of four years of relevant working experience. Knowledge of UN administrative procedures an advantage. Work experience in the UN system is desirable. Ability to produce high quality work and meet deadlines under pressure required. Good interpersonal skills, tact and diplomacy required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Working knowledge of another UN official language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.