Team Assistant
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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.
If an external candidate is selected, his/her appointment will be subject to
a passing grade on the relevant entry-level examination at the duty station.
The candidate is responsible for any travel expenses incurred and or
visa/work permit issues in order to take the examination at the duty station
and to take up the assignment.
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VACANCY NOTICE NO.:
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GS-13-12
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ORGANIZATIONAL LOCATION:
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UNON/SSS
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DUTY STATION:
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NAIROBI
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DURATION:
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FUNCTIONAL TITLE:
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Team Assistant
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GRADE:
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G- 3
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CLOSING DATE:
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10/04/2013
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DUTIES
AND RESPONSIBILITIES
uni
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 post is located in the United
Nations Office at Nairobi, Support Services Service, Host Country Services
Unit. Under the direct supervision of the Manager, Host Country Services, the
incumbent will be responsible for the following tasks:
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Screens phone calls and visitors; responds to information requests and
inquiries and as necessary, refers them to appropriate staff for handling.
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Performs general administrative tasks (e.g. leave and attendance
recording, arrangements for meetings and other events, reservations, budget
follow-up, etc.), including preparing and/or processing of administrative
requests/documents (e.g. requisitions, transport requests, overtime expenditure
authorizations, etc.).
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Reviews, records, routes and/or processes incoming/outgoing mail and
other documents;
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Maintains calendar/schedules, prepares internal meeting minutes; tracks
and follows-up pending actions. Compiles and organizes information and
pertinent background material from various sources for reports, work plans,
briefings, meetings, etc.
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Uses the UN standard Office software package to produce a variety of
routine correspondence, generates a variety of standard reports, tables,
charts, graphs, etc.;
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Updates and maintains the HSCU client distribution lists; assembles
documents, reports and other materials for dissemination to staff and clients
of the Unit;
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Monitors internal work processes and schedules relating to the unit’s
outputs and tasks; assists in compiling and updating standard operating
procedures, monitors changes in the latter and communicates relevant
information to appropriate staff inside and the Unit;
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Assists in the verification of requisite documents, approvals,
signatures, etc. to ensure compliance with relevant GoK requirements;
proofreads documents for completeness and grammatical and typographical
accuracy and edits texts for adherence to established formatting standards.
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Responsible for new staff/interns joining the Unit. Coordinates the
provision of furniture, IT equipment, telephone and stationary, etc. Provides guidance to new staff on general
office processes and procedures, computer applications, etc.
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Assists the clerk in maintaining files (both paper and electronic), the
data-entry clerk in maintaining the databases for the Unit; performs basic data
entry and extraction functions; assists the inventory focal point as and when
required.
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Performs other duties as assigned.
Education
High school diploma or equivalent. Formal training in
diplomatic protocol will be an added advantage.
Experience
Three
years progressive work experience in general office support is required. Experience in an international setting or
related area is desirable.
Competencies
Planning& Organizing: Develops clear goals that are consistent with agreed
strategies; identifies priority activities and assignments; adjusts priorities
as required; allocates appropriate amount of time and resources for completing
work; foresees risks and allows for contingencies when planning; monitors and
adjusts plans and actions as necessary; uses time efficiently.
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.
OTHER
DESIRABLE SKILLS
Good computer skills (Microsoft Office Windows Applications) required.
LANGUAGE
REQUIREMENTS
English and French are the working languages of the
United Nations Secretariat. For the post advertised, fluency in oral and
written English is required.
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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) to:
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 (10/04/2013) will
not be considered.
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UNEP, UNHABITAT and UNON do
not charge a fee at any stage of the recruitment process. If you have any
questions concerning persons or companies claiming to be recruiting on behalf
of these offices and requesting the payment of a fee please contact: recruitment @unon.org
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