UNON Team Assistant Jobs in Kenya

UNON Team Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the respective 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 position is located at the Nairobi duty station in Central Support Services, Facilities Management and Transportation Section (CSS/FMTS), Division of Administrative Services (DAS). Under the supervision of the Senior Administrative Assistant and Section or Unit Chief, the incumbent is responsible for the following duties:

Responsibilities

• Performs a wide range of office support and administrative functions, supporting the business/ section supervisors responsible for common services, including but not limited to transport services with contract/ client services related matters.

• Responds or drafts responses to routine correspondence and other communications; uses standard word/ excel processing package to produce a wide variety of large, complex documents and reports, including but not limited to preparing terms of reference, participating in and preparing technical evaluation reports, etc.

• Performs general administrative tasks related to contracts (e.g. arrangements for meetings and other events, reservations, inter section follow-up including budget/ contracts/ procurement/ payments, etc.), including preparing and/or processing administrative requests/documents (e.g. purchase requisitions, purchase orders, contracts, expenditure/ budget authorizations, etc.), as/ where relevant using the UN ERP (Enterprise Resource Planning) and other systems.

• Supports business/ section supervisors to verify vendor invoices for common services, including but not limited to transport related vendor payments, ensuring the timeliness of end to end payments process (e.g. follow up on contract/ budget availability, raising of documents to verify services/ facilitate payments processing, provision of data for billing and cost recovery purposes), as/ where relevant using the UN ERP and other systems.

• Generates a variety of standard statistical and other status reports for internal monitoring and inter section distribution for billing and cost recovery purposes, including but not limited to transport operations, etc., using various databases including UN ERP and other systems.

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

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

• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards and 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, conferences, where the business/ section may be responsible for providing client support, transport services, 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 extract 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 arrangement, courier services, etc.

• Updates and maintains files (both paper and electronic) related to contracts/ vendor/ client related common services, including but not limited to transport services e.g. purchase requisitions/ purchase orders/ budgets/ payments for section/ work unit.

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

• Performs other duties as assigned by the supervisor such as, but not limited to covering for absent colleagues, attending meetings and assisting on other administrative related matters.

Competencies

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures; knowledge of UN ERP systems more specifically SRM (Supplier Relationship Management) and ECC (Enterprise Central Component), including purchasing, contracts and payments related functionalities; 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.

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.

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.

Education

Completion of high school diploma or equivalent is required.

Supplementary courses or training in in Business Administration or a 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 years working experience in general office administration and related areas is required. The minimum years of relevant experience is reduced to by two years for candidates who possess a first level University degree.

Experience in using Enterprise Resource Planning (ERP) systems is required

Experience working with vendors and clients in cooperate, local NGO or International
organization is desirable

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 Team Assistant Jobs in Kenya

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