Administrative Assistant

VACANCY NOTICE NO.:	GS-12-30
ORGANIZATIONAL LOCATION:	UNON/BFMS
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Administrative Assistant (maternity replacement)
GRADE:	G-5
DURATION	6 Months
CLOSING DATE:	07/08/2012

                                                           

Background:

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support 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 post is located in UNON, Division of Administrative Services (DAS), Budget and Financial Management Service (BFMS) at the Nairobi duty station. 

DUTIES AND RESPONSIBILITIES

 

Under the supervision of the Deputy Director DAS/Chief, BFMS and the Special Assistant to the Chief, the incumbent will perform the following duties:

• Provide general office support to the Deputy Director, DAS and Chief, BFMS.
• Screen and schedule requests for access to the Deputy Director/Chief, BFMS.
• Manage the front office, ensuring a polite/hospitable disposition, receiving clients and directing them as appropriate.
• Ensure Deputy Director/Chief has the necessary background material before meetings.
• Analyze, assign, monitor and distribute correspondence, documents and information addressed to the BFMS.
• Draft general and administrative correspondence.
• Prepare travel authorizations for Deputy Director/Chief ensuring correct booking, DSA and ticket ready on time;
• Maintain and update the files in the Office of the Chief.
• Prepare pre-encumbrance requests for office stationary and other requests in IMIS, distribute and monitor supplies.
• Organize meetings, making all the related logistical arrangements and take notes/draft minutes for internal meetings.

·        Regularly update BFMS staff directories and mailing lists.

·         Provide back-up support to the Office of the Director, DAS carry out all related administrative tasks as related to serving other UNON Services.

• Prepare statistical tables and standard financial reports.
• Perform other related duties as assigned.

COMPETENCIES

•     Professionalism: Ability to perform a broad range of administrative functions, Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

•     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; 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.

•     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; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client. 

QUALIFICATIONS

Education

Completion of secondary school education is required. Supplemental courses in Secretarial/Administrative Studies, Business, Finance and Accounts or other related field desirable.

Experience

At least five years’ experience in the field of administration, accounts/finance, human resource or related fields are required.

Language:

English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN Language is an advantage.

Other skills

Interested candidates may apply by submitting detailed curriculum vitae in English, and a duly completed United Nations Personal History form (available at http://www.unon.org/docs/P11.doc). Email: recruitment@unon.org          Please quote; v  Vacancy Notice Number and Functional Title in the Subject of the e-mail. Applications received after the deadline ( 07/08/2012 ) will not be considered.

Good computer skills (Microsoft Office Windows applications, internet and e-mail). Working knowledge of Integrated Management Information System (IMIS) is desirable.