Administrative Assistant

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

DEADLINE FOR APPLICATIONS:	30 November 2012
DATE OF ISSUANCE:	14 November 2012
FUNCTIONAL TITLE:	Administrative Assistant
GRADE:	G-5
SECTIONS UNIT:	UNSOA/Ops & Plans
LOCATION:	NAIROBI
VACANCY ANNOUNCEMENT NUMBER:	UNSOA/OPS/009/2012

DESCRIPTION and RESPONSIBILITIES

Within delegated authority, the (National) Administrative Assistant will report to the Section Chief or his/her deputy and be responsible for the following duties: ·         Draft correspondence and prepare for signature. Maintain the filing system of the Section’s correspondence, administrative instructions and other related documents. ·         Follow up on administrative arrangements related to movement of personnel and official travel of staff. Prepare travel claims on behalf of Section staff. ·         Assist in the preparation of monthly attendance sheets and serve as Leave Monitor. ·         Receive, review and distribute all incoming and outgoing mail/correspondence, highlight priority items for attention of the appropriate officers. ·         Coordinate appointments/meetings both internal and external, receive visitors. ·         Take notes at meetings, prepare and file minutes of meetings. ·         Maintain records to ensure all Section staff have completed mandatory trainings and are current on work appraisals. ·         Assist in the organizing and coordinating administrative arrangements for training, conferences and seminars when required. ·         Maintain office supplies and ensure that supplies required by the Section staff for the purpose of carrying out their duties are available. ·         Perform other office administration related duties as may be required.

COMPETENCIES ·         Professionalism:      Ability to perform a broad range of administrative functions, e.g., work programme, human resources, database management, budget etc. Ability to apply knowledge of various United Nations administrative, human resources and financial rules and regulations in work situations. 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 supervisor as well as the team 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:          Minimum of secondary education certificate. Experience:        A minimum of five years of progressively responsible experience in administrative services or related area. Language:  Fluency in English is required; Knowledge of another UN official language is an advantage.

Qualified candidates may submit their applications including their curriculum vitae or United Nations Personal History form (P.11) to the address mentioned below on or before the deadline. Email: recruitment-UNSOA@un.org           Please quote; v  Vacancy Notice Number and Functional Title in the Subject of the e-mail. v  Index Number (for UN staff member) and a copy of the last two performance appraisals. Applications received after the deadline (30/11/2012) will not be considered.

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.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).