Administrative Clerk
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NOTE:
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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 the
Secretary-General and to assignment by him or her. In this context, all staff
are expected to move periodically to new functions in their careers in
accordance with established rules and procedures. This is a temporary Job Opening. Appointment against this post is for a
limited duration and does not carry any expectancy, legal or otherwise, of
renewal.
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VACANCY NOTICE
NO.:
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GS-13-06
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ORGANIZATIONAL
LOCATION:
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UNON/SSS
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FUNCTIONAL
TITLE:
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Administrative Clerk
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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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28/03/2013
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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. UNON supports 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
Under the supervision of
the Chief, TSVU the incumbent's duties will perform the following duties:
Shipping
Sub-Unit
- Accurately type out shipping details on duty exemption
applications
- Submit, follow-up, and collect approved duty exemptions from Host
Country Relations Unit
- Collection and processing of shipping documents
- Maintain both digital and physical files
- Maintain confidential files of duty exemptions
- Preparation of monthly and quarterly reports
Visa Sub-Unit
- Assist in receiving staff, consultants, delegates and their
families for advice
- Prioritizing urgent requests and following up on visa applications
- Assist in delivery of visas to Consulates/Embassies
- Assist in processing of UN travel documents for renewal and
issuance.
- Assist in liaising with Travel Unit at the UN Office in Geneva
(UNOG) and UNHQ ensure that documents are returned to UNON on time
- Assist in initiating process for auto mail account for mail via
pouch and courier
- Maintain confidential files for UN Laissez-Passer
- Assist in the preparation of monthly and quarterly reports
Travel
Sub-Units
- Maintain both physical and digital files
- Assist in the verification of air ticket invoices
Perform other
related office duties as required.
COMPETENCIES
·
Professionalism: Knowledge
of travel related processing requirements; Ability to recognize and act in the
face of conflicting priorities. 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.
·
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 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 education or equivalent is
required. Additional technical training in administrative and travel related
matters desirable.
Experience:
At least four years of experience in the area of travel and administration or related area.
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. Good
working knowledge of French desired. Working knowledge of other UN official
languages is desirable.
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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 (28/03/2012)
will not be considered.
Applications without Correct Vacancy
Number 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. (Charter of the United Nations - Chapter 3,
article 8). The United Nations Secretariat is a non-smoking environment.
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THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE
RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR
ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON
BANK ACCOUNTS.
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