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