Registry Assistant

Job Title: REGISTRY ASSISTANT, G6

Department/ Office: United Nations Office at Nairobi

Duty Station: NAIROBI

Posting Period: 25 February 2013-27 March 2013

Job Opening number:  13-ADM-UNON-26163-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. UNON supports global Programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT), as well as other UN agencies in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Mail, Pouch and Archives Unit (MPAU) in the Support Services Service (SSS), UNON.

Responsibilities

Under the overall supervision of the Chief , Mail, Pouch and Archives Unit (MPAU), the incumbent will perform the following duties:

(1) Ensures that privilege service is provided to UN official shipments. (2) Supervises the performance of mail, pouch and courier operations teams. (3) Coordinates dispatch of materials and all other shipment. (4) Coordinates Performance Management appraisals. (5) Maintains attendance records of staff in the Unit. (6) Assists in the preparation of Business Continuity Plan. (7) Maintains workflows and webpages of the Unit. (8) Maintains office supply inventories and stock. (9) Ensures maintenance and repair of office equipment is done. (10) Schedules and coordinates official meetings, appointments and travel for the Chief. (11) Drafts official correspondence. (12) Custodian of office petty cash. (13) Maintains office accounts. (14) Prepares official documentation for despatch items. (15) Logs in and distributes official communication. (16) Manages the statistics of the Unit. (17) Consolidates, verifies and prepares payment instructions for courier services' provider, (18) Performs other duties as may be assigned.

Competencies

Professionalism: Knowledge of mail handling policies, processes and procedures generally and, in particular, those related to receiving and despatching. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. 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.

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.

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.

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.

Education

Secondary education or equivalent is required; Supplementary courses or additional training in Archives and Record Management is an advantage. Passing the Administrative Support Assessment Test (ASAT) is desirable.

Work Experience

A minimum of seven years of relevant and progressive experience in mail operations, records' management or related areas required.

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 desirable

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 for a limited duration (one year) and does not carry

Any expectancy, legal or otherwise, of renewal. 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.