Administrative Assistant

Job Title: ADMINISTRATIVE ASSISTANT, G7

Department/ Office:  United Nations Office at Nairobi

Duty Station: NAIROBI

Posting Period: 29 January 2014-28 February 2014

Job Opening number: 14-ADM-UNON-31796-R-NAIROBI (X)

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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 programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) 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 Host Country Relations Services Unit (HCRSU), Support Services Service (SSS) Section, United Nations Office at Nairobi.

Responsibilities

Under the supervision of the Manager, Host Country Services Unit, the incumbent will be responsible for the following functions:

1. Assist in carrying out the work programme of the Unit;

• Deputize for the Manager in his absence
• Assist in the preparation of budget, distribute and assign work to the General Service Staff in the Unit.

2. Assist the Manager in applying the immigration, duty-free and tax exemptions provisions of the Host Country Agreement:

• Coordinate with relevant Government of Kenya (GoK) representatives to negotiate and solve sensitive and complicated problems escalating issues to the Manager if necessary;
• Ensure that information available to staff on immigration, duty-free, and VAT exemptions is updated and conduct briefing to new staff members on the same;
• Keep abreast of the daily press and maintain regular contact with relevant GoK offices;
• Supervise the liaison function with GoK offices to ensure timely processing of the relevant documents, exemptions and claims.

3. Ensure records relating to transactions processed by GoK offices and entered into the electronic database is up to date and secure;

• Track the expiry dates of documents, visas, and remind staff members to initiate action for renewal;
• Maintain up to date vehicle registration and issuance/return of red number plates database.

4. Monitor field staff overtime;

• Prepare workload statistics and generate reports as required;
• Provide inputs to the HCSU budget, statistical and performance reports;
• Prepare correspondence, notes verbales, covering letters, and reports upon request.

5. Supervise field staff:

• Provide guidance, supervision and work distribution;
• Guide focal points of subscribing agencies;
• Foster teamwork and communication among staff.

6. Perform other related duties as may be assigned.

Competencies

Professionalism:

• Ability to perform a broad range of administrative functions;
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results, shows persistence when faced with difficult problems or challenges.

Team work:

• Works collaboratively with colleagues to achieve organizational goals;
• Solicits input by genuinely valuing others' ideas and expertise;
• 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.

Planning and 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.

Education

• High school diploma or equivalent is required.
• Additional technical training in administrative fields is desirable.

Work Experience

• A minimum of ten years of progressively responsible experience within the UN system, at least two of which must be in the administration of host country services/protocol services.

Languages

• English and French are the working language of United Nations Secretariat.
• For the post advertised, fluency in oral and written English is required.
• Working knowledge of another UN language 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 appointment. Staff members are subjected to the authority of 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. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. 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.

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.