Administrative Assistant


            

VACANCY NOTICE NUMBER:
GS-13-07
ORGANIZATIONAL LOCATION:
UNON/BFMS
DUTY STATION:
Nairobi
FUNCTIONAL TITLE:
Administrative Assistant
GRADE:
G-4
DURATION:
364 Days
CLOSING DATE:
07/03/2013

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 position is located in the Accounts Section, Budget and Financial Management Service (BFMS), United Nations Office at Nairobi.

Under the overall supervision of the Chief, Accounts Section, the Administrative Assistant will be responsible for the following duties and responsibilities in the Treasury Services Unit and IPSAS Project Unit:

·     Provide general administrative/secretarial support to the Treasury Services Unit and the IPSAS Project Unit and handle the day to day work;
-     Screen and schedule requests for access to these offices;
-     Manage and receive clients and respond to information requests and queries from staff members and clients alike;
-     Organize unit meetings and record minutes and book meeting venues;
·     Draft correspondence, memoranda, fax transmissions, letters in accordance with the standard office formats and procedures;
·     Maintain a database of incoming documents;
·     Manage and review requirements for office supplies, raise stock requisitions;
·     Serve as an efficient and effective back up for other Administrative Assistants in the Section during absence on leave;
·     Inventory of the current, faulty and retired machines;
·     Maintain an updated filing system and archive old files;
·     Induction of new staff, set up of their machines and profiles, furniture, stationery, phone extension;
·     Leave monitoring, enter and maintain time and attendance records for staff in these Units;
-     Any other duties as assigned.

Work implies frequent interaction with the following:
Budget, Accounting and Administrative Officers in UNON, UNEP and UN-Habitat.

Results expected Processes work and related follow-up in an efficient and timely manner.  Seek advice from supervisor, as applicable.

Competencies: 
·         Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
·         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.
·         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.
·         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 education is required. Additional technical training in the field of administration, accounting, finance or directly related fields is required.

Experience:    Four years progressive work experience in finance, budget, accounting, administrative services or related area is desirable.

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 French is an advantage. 


HOW TO APPLY:

All applicants are required to apply on-line as soon as possible before the deadline stated in the vacancy announcement. To start the application process, applicants are required to log to http://www.unon.org/doc/P11.doc to access and complete the Personnel Form (P11).

1.  In completing the P11 form, please fill in all fields.
2.  Print out the P11, sign and send it to the email address below quoting the vacancy number.
3.  All inquiries and clarifications should also be sent to the email address below.

      Email: recruitment@unon.org



Please note that applications received after the deadline will not be accepted.

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