UNODC Staff Assistant Jobs in Kenya
UNODC Staff Assistant Jobs in Kenya
The temporary position is located in the Regional Office for Eastern Africa (ROEA) in Nairobi, Kenya, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC).
The Staff Assistant will work under the overall supervision of the UNODC Representative and under the direct supervision of the Programme Management Officer.
The Staff Assistant will be responsible for the following duties:
• Provide administrative support to the Representative ensuring the smooth and efficient functioning of the Representative’s office.
• Assemble briefing materials and prepare various documents for the Representative.
• Support the Representative in managing his/her calendar and schedule of appointments and meetings.
• Arrange travel arrangements, including flights and hotel bookings, and other logistics such as organising transfers, conference access and badges, for the Representative and/or other Front Office staff as required, including following up on issuance and clearances for internal processes.
• Under the guidance of the Programme Management Officer (Programme Management and Analysis), undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office of the Representative.
• Administer and monitor the office leave plans and attendance system.
• Maintain organized the Representative’s contacts for easy access and reference.
• Facilitate the flow of information/communication between the Representative’s Office and pillars/global programmes within office.
• Review, prioritize and route correspondence to and from the Office of the Representative.
• Implement in a timely manner assigned tasks and keep the Representative abreast of progress.
• Review and draft routine correspondence, update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. and ensure completeness and correctness, for internal clearances and onward signature of the Representative’s signature.
• Respond and/or direct inquiries to the appropriate pillar/programme/project or staff for timely action and/or response.
• Create, maintain and update a filing system for staff records.
• Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Professionalism: Has knowledge of general office administration, administrative support including administrative policies, processes and procedures. Has knowledge of processes and procedures related to office management, programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Is able to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated 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; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 & 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.
• High school diploma or equivalent.
• A minimum of five years of experience in general office management/ administration, programme or project administration, technical cooperation or related area is required.
• Experience in working with an ERP system is required.
• Working experience in an international organization or the United Nations system is desirable.
• Experience in SAP/UMOJA (travel and requisitioning) is desirable.
• Experience in working with talent management systems (e.g. Inspira) is desirable.
• Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in French is desirable. Knowledge of another United Nations official language is an advantage.
How to Apply
For more information and job application details, see; UNODC Staff Assistant Jobs in Kenya
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