UNON Security and Safety Services Team Assistant Jobs in Kenya

UNON Security and Safety Services Team Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports 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 UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

The post is located in the Department of Security and Safety Service (DSS) at the Nairobi duty station. The United Nations Security and Safety Service (SSS) is responsible for providing security to delegates, staff, visiting dignitaries and other visitors. Under the overall command of the Chief of Security and the Deputy Chief of Security and direct supervision of the Team Leader Pavilion, the incumbents will perform the following duties.

Responsibilities

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

Provides general office support services to help ensure the smooth functioning of an organizational unit.

Performs basic data entry and extraction function such processing access badges/ passes for all UN visitors, its Affiliates and Conference participants.

Screens and verifies all supporting documents for identity/access card requests as per existing Standard Operating Procedure (SOP).

Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.

Proofreads written products for completeness, grammatical and typographical accuracy.

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

Reviews, records, routes and/or process mail or other documents; gathers pertinent background material; track and monitors follow-up action as required.

Receives phone call and visitors, responds to routine inquiries and information requests including drafting routine written responses, or routes to appropriate personnel for handling as required.

Maintains files (both paper and electronic) and photo databases for UN Visitor badges, monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

Updates and maintains large distribution lists; assemble documents, reports, and other materials for global dissemination, where possible using electronic formats; coordinate courier services.

Checks accuracy of simple calculations, codings data etc.

Photocopies a variety of documents and other materials.

Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.

Ensure that all office equipment is serviceable.

Delivers urgent mail/messages. Identify incidents, commentaries and critiques.

Assists with the collection and analysis of data

as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

Perform other related duties as assigned

Competencies

Professionalism: Knowledge of United Nations or International Organization Security policies, procedures, and practices. Demonstrates sound judgment in applying International Security policies, procedures, and practices and in applying technical expertise to resolve a range of protection issues/problems. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter.

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.

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.

Education

Completion of high school diploma or equivalent is required.

Supplementary training in administrative services, finance, human resources, business administration or personnel management is desirable.

Work Experience

A minimum of two (2) years of working experience in general office support or client Service experience or related area is required.

The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.

Working experience with UN systems or similar international organization is desirable.

One (1) year or more of experience in data analytics or related area 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 desirable.

How to Apply

For more information and job application details, see; UNON Security and Safety Services Team Assistant Jobs in Kenya

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