United Nations Team Assistant Jobs in Kenya

United Nations Team Assistant Jobs in Kenya


Org. Setting and Reporting

  • The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. This post is located in the Management Advisory and Compliance Service (MACS), Human Resources and Training Unit. The incumbent will report to the unit leader Human Resources Unit.

    Responsibilities

    Within limits of delegated authority the incumbent will be responsible for the following duties:

    • Performs a wide range of office support and administrative functions.

    • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

    • Monitors processes and schedules related the unit's outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.

    • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings /conferences, etc.

    • Generates a variety of standard statistical and other reports, work orders, etc., using various databases.

    • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

    • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.

    • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.

    • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.

    • Assists in the preparation of presentation materials using appropriate technology/software.

    • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

    • Performs data entry and extraction functions.

    • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

    • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.

    • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).

    • Maintains files (both paper and electronic) and databases for work unit.

    • Assists in providing software and office equipment support.

    • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.

    • Performs other duties as assigned.

    Competencies

  • Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

  • 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.

  • 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.

    Education

  • High school diploma or equivalent is required. Supplemental training in administration, human resource management or any other related field is desirable.

  • 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

    Work Experience

  • A minimum of three (3) years of progressively responsible experience in Business Administration, Human Resource, general administration or related area is required.

  • Experience working with the United Nations or similar international organization is desirable.

    Languages

  • English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

  • NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

    How to Apply

  • For more information and job application details, see; United Nations Team Assistant Jobs in Kenya


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