UNSOS Staff Assistant Jobs in Nairobi - Kenya

UNSOS Staff Assistant Jobs in Nairobi - Kenya


Organizational Setting and Reporting Relationships:

This position is located in the External Relations and Coordination Section of the United Nations Support
Office in Somalia (UNSOS), Nairobi.

The incumbent will report to the Associate Political Affairs Officer.

Duties and Responsibilities;

  • Assists in the overall administration of the section/unit i.e. provides substantive and administrative assistance
    in managing priorities and work flow of the manager and of the work unit;
  • assists in coordinating and
    monitoring of multiple and diverse activities and work processes to ensure that management directives and
    decisions are properly carried out and products delivered in a timely manner.
  • Works closely with UNON Host Country Relations Unit (HCRU), Ministry of Foreign Affairs and other relevant
    Ministries in Kenya and Somalia to ensure expeditious processing of host country privileges and entitlements
    for UNSOS/UNSOM staff members and their dependents, as well as other eligible UN personnel.
  • Liaises with the relevant Embassies/Consulates based in Nairobi and Mogadishu for timely processing of visas
    for UNSOS/UNSOM staff members travelling on official business.
  • Drafts official correspondences (Notes Verbale, letters, memos, etc.) to external entities as may be required
    from time to time.
  • Provides assistance in compiling and analyzing basic data from a variety of sources, summarizing and
    presenting conclusions for review by the manager.
  • Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others
    informed by conveying directives, reports, status updates and other relevant information; brings sensitive
    and urgent matters to the attention of the manager.
  • Provides assistance in time management and scheduling on behalf of the manager with appropriate
    consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
  • Screens and prioritizes all incoming correspondence; compiles relevant background documents and
    references; identifies issues requiring the manager’s attention and refers others to the relevant officer for
    appropriate disposition; monitors and follows-up on actions to be taken.
  • Researches, compiles and summarizes background materials for use in preparation of reports, briefs,
    speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other
    information sources to identify articles of interest to the manager.
  • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests
    requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and
    other communications.
  • Provides assistance to the manager in preparing presentations to intergovernmental bodies and other
    meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant
    documentation, etc.
  • Provides assistance in improving administrative procedures and systems to ensure smooth functioning of the
    department, including filing (paper and electronic) systems.
  • Oversees work of junior office support staff; establishes priorities and deadlines, assigns work and reviews
    outputs upon completion; trains office support staff in administrative, protocol and other relevant
    procedures.
  • Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations,
    guest/participant lists, invitations, catering, seating arrangements, background documentation, special
    equipment, etc.).
  • Prepares, processes, and classifies confidential information.
  • Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets,
    travel arrangements, visa applications, expense statements, telecommunications charges, equipment
    purchase, service and supply requisitions, conference room bookings, etc.).
  • Exercises quality-control functions for all outgoing documents; proofreads and edits texts for adherence for
    format, grammar, punctuation and style.
  • Uses standard word processing package to produce a wide variety of large, complex documents and reports
    standard statistical and other reports from various databases.
  • Performs other duties as assigned.

    Qualifications

    Education:

  • High School diploma or equivalent is required.

    Work Experience:

  • A minimum of five (5) years of progressively responsible experience in the field in
    administrative services or other related area.
  • Experience in external relations,
    processing of diplomatic privileges and immunities is desirable.
  • Experience working
    with the UN, Ministries of Foreign Affairs and Immigration of Kenya and Somalia will
    be an added advantage.

    Language:
  • 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
    other language is an asset.

    How to Apply:
  • Qualified candidates may submit their applications including their United Nations Personal History Profile
    form (PHP) to the address mentioned below quoting vacancy announcement number and functional title on the subject line on or before 29th June 2019
  • For more information and job application details, see; UNSOS Staff Assistant Jobs in Nairobi - Kenya

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