Team Assistant

Functional Title of Post:               Team Assistant

Classified Level of Post:                               G-4

Project Title:                            CBRN (Chemical, Biological, Radiological and Nuclear) Programme, CBRN COE

Project Number:                       1163

Job Opening Number:              GS-13-44

Organisational Section/Unit:     EU CBRN Centres of Excellence Regional Secretariat

Duty Station:                                     Nairobi, Kenya

Proposed period:                            1 October 2013 - 31 March 2014

Actual work time:                            6 months

Closing Date:                                     27/09/2013

1.       Background of the assignment:

United Nations Interregional Crime and Justice Research Institute (UNICRI) is a United Nations entity mandated to assist intergovernmental, governmental and non-governmental organizations in formulating and implementing improved policies in the field of justice, traditional and emerging crime and security governance.

Mitigating the risks from Chemical, Biological, Radiological and Nuclear (CBRN) materials or agents has become an important priority for the international community. CBRN risks today are not only manifested in the form of terrorist attacks, but also as accidents, natural disasters and pandemics. 

By initiative and with funding of the European Union, the CBRN Risk Mitigation Centres of Excellence (CoE) initiative is being set up.  This initiative aims to develop a common and coherent CBRN risk mitigation policy at national and regional levels.  The CoE structure consists of a network of partners (local, regional and international organizations and countries) that can share knowledge and support or that have similar challenges and mitigating policies. 

Regional Secretariats within this network facilitate technical support for participating countries in each region to achieve their respective objectives.  The Secretariats are composed of a Head- and Deputy Head of Secretariat, a Regional Coordinator and a team assistant, working in cooperation with the National Focal Points and national experts from the participating countries in the region.

The initiative is implemented and coordinated jointly by UNICRI and the European Commission (EC) Joint Research Centre (JRC), in close coordination with the EC Directorate General for Development and Cooperation - EuropeAid (DG DEVCO) and the European External Action Service (EEAS).

2.       Organizational setting and reporting relationships:

The Team Assistant will work for UNICRI within the CBRN Centres of Excellence Regional Secretariat for Eastern and Central Africa Region. The Team Assistant will be under the direct supervision of Regional Coordinator and overall guidance of the Administrative Officer of UNICRI.

3.       Specific tasks to be performed by the Team Assistant:

Under the guidance and direct supervision of the Regional Coordinator, the Team Assistant will perform the following duties:

·         Provide a wide range of office support and administrative functions;

·         Provide support to the organisation of meetings, missions, conferences and other events;

·         Provide organisational support to the outreach and project activities of the Secretariat (which may involve travel outside the country);

·         Prepare travel requests, and review travel claims and supporting documentation for completeness, accuracy, validity and conformity with UN rules and regulations;

·         Support the preparation of papers/documents for the UNICRI administration and the Regional Coordinator;

·         Prepare requests for goods, repairs and services;

·         Keep contacts with project partners to assist them with logistical aspects;

·         Maintain the agenda of the staff of the Regional Secretariat and the calendar of relevant activities;

·         Draft routine correspondence when requested;

·         Manage daily post-office related issues (receiving, distributing and registering incoming and out-going mail);

·         Assist the Regional Coordinator in managing the general operational costs of the Secretariat;

·         Liaise with finance and administration at UNON and UNICRI headquarters in Turin to facilitate the coordination and cooperation, including preparing and following-up requests for payment, procurement and travel;

·         Prepare allotments and redeployments;

·         Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).

·         Manage the office/stationery supplies;

·         Inspect incoming orders to assure presence of invoiced items/materials, prepare requisitions;

·         Maintain the filing system of office documents, as well as databases and rosters of experts;

·         Perform other duties upon request.

4.       Results expected

Effective delivery of a wide range of documentation, logistical support and office support functions under moderate supervision.  Accurate and timely production of a range of documents, reports and other outputs.  Appropriate application of relevant policies, guidelines, procedures and processes. Establishment of effective working relationships with internal and external contacts at all levels especially with both UNICRI Officers in the EU CBRN Centres of Excellence Regional Secretariat in Nairobi, and UNICRI officers in UNICRI Headquarters in Turin (Italy). Active support of the operation of the EU CBRN Regional Secretariat in Nairobi and, in general, of a network of partners at local, regional and international levels, with the aim of sharing their knowledge, support or challenges in order to develop a common and coherent CBRN risk mitigation policy.

5.       Competencies

·         Professionalism:  Positive and constructive approach to the goals and image of the Regional Secretariat and of the United Nations; shows pride in work and in achievements; able to research and organize required data and information; able to accurately prepare a range of the Secretariat’s outputs, reports, etc.; is motivated by professional rather than personal considerations; demonstrates ability to apply good judgement in the context of assignments given. Knowledge of the UN system and administrative procedures is considered an asset.

·         Planning and Organizing:  Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work and meeting designated deadlines. Foresees risks and allows for contingencies when planning.

·         Teamwork: Works collaboratively with colleagues and partners to achieve organisational goals. Ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda.

6.       Qualifications/expertise sought:

·         Education – High school diploma or equivalent.

·         Experience – Minimum 4 years of administrative experience in general office support, logistical preparation or related area. Experience in usage of computers and office software packages (MS Word, Excel, Power Point, etc). Experience in UN administration (and/or related areas) will be an asset. Knowledge of IMIS is highly desirable.

·         Language – English and French are the working languages of the Regional Secretariat. For the post advertised, fluency in oral and written English and French is required; working knowledge of Swahili is considered an asset.

Special Notice

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of 6 months. Extension of the appointment is subject to extension of the mandate and/or the availability of funds.

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.

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.

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 27/09/ 2013 (2 weeks from closing date). Applicants should send a completed United Nations P.11 or Personal History Profile together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:            e-mail: recruitment@unon.org PLEASE QUOTE JOB OPENING NO.:     GS-13-44 (Applications without Correct Job Opening number will not be Considered)