United Nations Team Assistant - Jobs in Kenya

United Nations Team Assistant - Jobs in Kenya

Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org)

This position is located in the United Nations Office at Nairobi (UNON), Human Resources Management Service (HRMS), Staff Pay and Benefits Section, Nairobi Duty station. Under the direct supervision of the Chief of Staff Pay and Benefits, the incumbent will provide a wide range of administrative support to the SPnB team and specifically support the Front Office functions performing the following duties:

Responsibilities
1. Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings. Upon request, generates reports, work orders, service requests (SRs), etc., using Unite iNeed system. Screens phone calls and visitors; responds to moderately complex information requests and inquiries, creates iNeed SRs as appropriate and assigns inquiries to appropriate HRMS personnel for further processing.
2. Prepares and issues certified pay slips for staff upon request, coordinates UNFCU external payment requests and Letters of Attestation. Assists in providing software and office equipment support. Provides guidance to less experienced staff on office processes and procedures, computer applications such as iNeed system and Umoja Employee Self-Service actions.
3. 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.
4. Reviews, records, distributes and/or processes mail and other documents; follows-up on pending 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 and pouch dispatch, etc. Performs general administrative tasks e.g. arrangements for meetings and other events, reservations, follow-up, to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, authorizations, visa applications, etc.
5. Performs a wide range of office support and administrative functions. 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 to the unit’s outputs, products, tasks, etc.; assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with requirements UN Rules and Regulations, Administrative Instructions, Information Circulars, SG Bulletins, UN correspondence manual, verbal and written instructions from the supervisor, established procedures/guidelines. The incumbent is expected to exercise sound judgement on the best way to complete a task. He/she may propose internal guidelines.
6. Review staff members' time and attendance as needed
7. Perform any other duties as may be required.

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.

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 & Organization: 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.

Education

Completion of High School Diploma or equivalent is required. Additional technical training in the field of administration and human resources management is highly 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. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. 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 beaccepted in lieu of the GGST.


Work Experience

A minimum of three (3) years of progressively responsible work experience in general office support is required.

Experience in Front Office support functions is desirable

Experience in working with an HR department 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 official United Nations language is an desirable.

"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.

Assessment
Evaluation of qualified candidates for this position may include substantive assessment which may be followed by a competency-based interview.




How to apply

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

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