Administrative Assistant

Job Title

ADMINISTRATIVE ASSISTANT, G5

Department/ Office

United Nations Office at Nairobi

Duty Station

NAIROBI

Posting Period

28 August 2012-27 September 2012

Job Opening number

12-ADM-UNON-24384-R-NAIROBI (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

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 the United Nations Office at Nairobi, Support Services Service, Procurement Section at the Nairobi duty Station.

Responsibilities

Under the supervision of the Chief, Procurement Section, the incumbent will be responsible for the following tasks:

Provide administrative support to Chief Procurement Officer .

Assist Chief of Section in drafting correspondence and follow-up.

Receive and update files on incoming and outgoing correspondence.

Provide general office support and draft routine correspondence.

Process pre-encumbrance requests in Integrated Management Information System (IMIS).

Prepare pre-encumbrance requests for office stationary.

Process travel authorizations, by making necessary arrangements and liaising with the Travel Unit and Travel Agency.

Serve as the Human Resources focal point for Leave and Overtime in Procurement Section.

Prepare attendance reports and liaise with the Joint Medical Clinic on certified sick leave of staff.

Schedule and organize meetings, take notes, prepare and distribute agenda and minutes.

Serve as petty cash custodian for the office.

Perform bid-opening activities in accordance with established procurement guidelines and United Nations Financial Regulations and Rule.

Perform any other related duties as assigned.

Competencies

Professionalism: Knowledge of general office and administrative support; Knowledge of administrative policies, processes and procedures; Shows pride in work and in achievements; 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.

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.

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.

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.

Accountability: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

Completion of secondary school education is required. Supplemental course in Office administration, office management , project management or other related field desirable.

Work Experience

A minimum of five years of experience in the field of administration, finance, human resource services or related fields are required. Knowledge of Integrated Management Information System (IMIS) desirable.

Languages

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.

Assessment Method

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.