Personal Assistant

Job Title:PERSONAL ASSISTANT, G7
Department/ Office:United Nations Human Settlements Programme
Duty Station:NAIROBI
Posting Period: 11 June 2013-11 July 2013
Job Opening number: 13-ADM-UNHABITAT-28466-R-NAIROBI (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting
The United Nations Human Settlements Programme, UN-HABITAT, is the United Nations
agency for human settlements. It is mandated by the UN General Assembly to promote
socially and environmentally sustainable towns and cities with the goal of providing adequate
shelter for all. This post is located in the Office of the Executive Director (OED), Nairobi

Responsibilities
Under the direct supervision of the Chief, OED and working directly with the Under-Secretary-General (USG) and Executive Director (ED), the staff member provides administrative, management and secretarial support of a high level quality to the USG and ED and ensures effective and smooth flow of work in the immediate office of the USG and ED and between that office and the rest of the agency as well as with outlying offices, permanent missions and offices of the host government as well as other offices of the UN. As personal and executive assistant to the USG and ED, the Personal Assistant will perform the following duties:

1. Manage the USG and ED's calendar of appointments.
2. Schedule appointments/meetings of the USG and ED based on workload and protocol requirements and prepare relevant material for such appointments/meetings.
3. Notify all relevant professional staff of the daily appointments.
3. Screen all telephone calls/enquiries and direct them to relevant officials.
4. Make all internal and external calls for the USG and ED.
5. Maintain, in consultation with the USG and ED and the Chief of the Office, the long-term calendar of the USG and ED and ensure its dissemination to Senior Management and outlying offices.
6. Organize all administrative requirements with respect to the USG and ED's official travel by making travel arrangements and ensuring all travel documents such as visas, liaises-passer are valid; remit relevant travel documentation to the Travel Unit upon USG and ED's return. Ensure that all concerned are informed of the USG and ED's travel/visit and scheduled activities.
7. Anticipate USG and ED's requirements for background material and ensure compilation of briefing material for appointments, meetings, or missions are complete and up-to-date; Compiles background and briefing material for such missions.
8. Analyses and maintains an overview of the work of the USG and ED's office to ensure that timely administrative support is provided in general and specialized areas.
9. Participates in the recruitment and training of General Service staff in the Office of the Executive Director for specialized and non-specialized work and assigns General Service staff to meet work requirements.
10. Reviews and evaluates work of subordinates directly or through lower-level supervisors.
11. Supervises other General Service staff in the ED and USG's front office and the OED in matters related to Inspira, IMIS, IMDIS and other UN-system wide databases on administrative and programme matters.
12. Arranges for and/or attends meetings on day-to-day administrative matters, including meetings of the Senior Management Team and other Management Committees.
13. Participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendations for follow-up action to the USG and ED and the Chief of the office.
14. Prepares correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the USG and ED and the Chief of the office.
15. Establishes and maintains a filing system for USG and ED's confidential files. In consultation with Chief of OED, drafts and dispatches routine correspondence of a diplomatic nature to permanent missions and office of the host government as instructed, as well as memoranda of an administrative nature for compliance by the UN-HABITAT staff of all categories.
16. Prepares a budget and maintains petty cash for the smooth operation of Office of the Executive Director.
17. Performs any other duties as may be assigned.

Competencies
1. Professionalism: Ability and experience across a broad range of administrative functions which should include budget/work programme, human resources and database management. Knowledge and application of the UN systems (IMIS and IMDIS) and Staff Regulations and Rules. High degree of commitment to ensure the proper use of the Division's resources. Proven capability to put all the above knowledge to work, working, independently with a high degree of responsibility.
2. Communication : Ability to write in a clear and concise manner and to communicate effectively orally. Communication and inter personal skills enabling the incumbent to manage a large busy office with a firm, but fair hand.
3. Technological awareness : Solid computer skills. Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education
Completion of secondary school education or equivalent is required. Additional technical training in secretarial or administration is highly desirable.

Work Experience
A minimum of ten years of progressively responsible experience in secretarial, administration or related field. Performance of administrative and secretarial functions for senior officials involving wide contact with diplomatic personnel and various high offices is an advantage. Proficiency and in-depth knowledge of IMIS and IMDIS operation is desirable. Proficiency in various MS Office applications (Excel, Word) and other IT applications is required. Computer skills including all packages and data base management is an advantage.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Working knowledge of French is desirable.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

Special Notice
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. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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.

Comments

Popular posts from this blog

New Zealand Aid Programme Scholarships

Human Resource, Compensation and Benefits

Senior Nutrition Officer , IRC.