Administrative & Logistics Assistant
1. General Information:
Vacancy Number: VA/FPA/SOM/1-7/2015
Post Title: Administrative & Logistics Assistant
Type of Contract: Service Contract
Level: SC-3
Duration: One (1) year
Duty Station: Nairobi
Date of Issue: 21 Jan 2015
Closing Date: 27 Jan 2015
Organizational Unit: UNFPA Somalia Country Office
The United Nations Population Fund is an international development agency that
promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.
Duties and Responsibilities
Under the overall supervision of the IOM and under direct supervision of the
Administrative Associate the incumbent will carry out the following functions:
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
1
•Full compliance of administrative activities with UN/UNFPA rules, regulations,
policies and strategies.
•Provision of inputs to preparation of administrative team results-oriented
workplans.
2. Provides administrative and logistical support, focusing on achievement of the
following results:
•Receipt of shipments, customs clearance arrangements, preparation of
documents for UNFPA shipments (received/sent), arrangements for shipments.
•Preparation of all necessary documentation, implementation of follow-up
actions, drafting correspondence related to shipments/customs clearance.
•Maintain record of Travel Authorizations of all staff and award of TA numbers
for easy retrieval and review..
•Support in protocol duties related to staff members and their dependents by
supporting in the processing of requests for visas, identity cards and other
documents in accordance with requirements of the United Nations and national
government.
•Administrative support to organization of conferences, workshops, retreats.
Manage the Attendance record for Nairobi based staff while ensuring necessary
supporting documentation related to absences is accurately recorded..
•Preparation of routine correspondence, and reports in accordance as directed.
•Extracting, inputting, copying and filing data from various sources.
•Update and manage the office programme/operation filing system to ensure easy and quick retrieval of information, including archiving of closed files in a
systematic manner
•Performing the registry function, including receiving of documents, letters,
pouches, invoices and any other official paperwork delivered to the CO;
•Stamping, logging & scanning of the same.
•Support in the reconciliation of invoices against delivery notes and preparation
of the necessary paperwork to kick start the payment process.
•Supervise as directed service providers responsible for cleaning, maintenance
and repair work in the office.
•Responsible for management of the UNFPA post office box at UNON.
•Support the CO in updating UNFPA Official Social Media Sites
(Twitter/Facebook) as directed by the Communications Specialist
3. Provides support to office maintenance and assets management, focusing on
achievement of the following results:
•Collection of information on assets management, maintenance of records and
files on assets management.
Maintenance of files and records relevant to office maintenance.
2 Education:
Secondary School education. Diploma in Business and Public Administration or equivalent, is an added advantage.
Knowledge and Experience:
3 to 4 years relevant experience in Administration/Logistics, preferably with an
International organization or the United Nations will be an added advantage.
Required Competencies:
Initiative and discretion; participates effectively in a team-based information-sharing environment, collaborating and cooperating with others; plans and produces quality results to meet established goals; strives for quality client-oriented services; executes day-to-day tasks systematically and efficiently; good communication skills; capacity to work under pressure.
Organizes and prioritizes work schedule to meet client needs and deadlines. Establishes, builds and sustains effective relationships within work unit and with internal and external clients. Anticipates client needs and addresses them promptly and diplomatically.
i) Values: Exemplifying integrity, Demonstrating commitment to UNFPA and the UN system, Embracing cultural diversity, Embracing change
ii) Core Competencies: Achieving results, Being accountable, Developing and applying
professional expertise/business acumen, Thinking analytically and strategically, Working
in teams/managing ourselves and our relationships, Communicating for impact
iii) Required Skillset:
Proficiency in current office software applications.
Demonstrated ability to work in a team environment
Providing logistical support
Managing data
Managing documents, correspondence and reports
Managing information and workflow
Planning, organizing and multi-tasking
Languages:
Somali language is an advantage. Good command of English language, both written and
spoken is essential. Please note that this post is open to Kenyana Nationals only. Applications with a current CV and duly completed/signed P11-UN Personal History Form (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/1-7/2015 Operations Assistant” should be forwarded to the following email address: recruit.unfpasom@unfpa.org .
UNFPA will only be able to respond to those applications in which there is further interest.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality,
teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
--------------------------------------------------------------------------------------------------------------
------------------------------------------------------Disclaimer:
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fees in connection
with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter of offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline at http://www.unfpa.org/help/hotline.cfm
NOTICE TO APPLICANTS: In accordance with the rules of the United Nations,
persons applying to posts in the international Professional category, who hold
permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly
appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
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*No expectancy of renewal in accordance with UN Staff Regulations 4.5
4
Vacancy Number: VA/FPA/SOM/1-7/2015
Post Title: Administrative & Logistics Assistant
Type of Contract: Service Contract
Level: SC-3
Duration: One (1) year
Duty Station: Nairobi
Date of Issue: 21 Jan 2015
Closing Date: 27 Jan 2015
Organizational Unit: UNFPA Somalia Country Office
The United Nations Population Fund is an international development agency that
promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.
Duties and Responsibilities
Under the overall supervision of the IOM and under direct supervision of the
Administrative Associate the incumbent will carry out the following functions:
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
1
•Full compliance of administrative activities with UN/UNFPA rules, regulations,
policies and strategies.
•Provision of inputs to preparation of administrative team results-oriented
workplans.
2. Provides administrative and logistical support, focusing on achievement of the
following results:
•Receipt of shipments, customs clearance arrangements, preparation of
documents for UNFPA shipments (received/sent), arrangements for shipments.
•Preparation of all necessary documentation, implementation of follow-up
actions, drafting correspondence related to shipments/customs clearance.
•Maintain record of Travel Authorizations of all staff and award of TA numbers
for easy retrieval and review..
•Support in protocol duties related to staff members and their dependents by
supporting in the processing of requests for visas, identity cards and other
documents in accordance with requirements of the United Nations and national
government.
•Administrative support to organization of conferences, workshops, retreats.
Manage the Attendance record for Nairobi based staff while ensuring necessary
supporting documentation related to absences is accurately recorded..
•Preparation of routine correspondence, and reports in accordance as directed.
•Extracting, inputting, copying and filing data from various sources.
•Update and manage the office programme/operation filing system to ensure easy and quick retrieval of information, including archiving of closed files in a
systematic manner
•Performing the registry function, including receiving of documents, letters,
pouches, invoices and any other official paperwork delivered to the CO;
•Stamping, logging & scanning of the same.
•Support in the reconciliation of invoices against delivery notes and preparation
of the necessary paperwork to kick start the payment process.
•Supervise as directed service providers responsible for cleaning, maintenance
and repair work in the office.
•Responsible for management of the UNFPA post office box at UNON.
•Support the CO in updating UNFPA Official Social Media Sites
(Twitter/Facebook) as directed by the Communications Specialist
3. Provides support to office maintenance and assets management, focusing on
achievement of the following results:
•Collection of information on assets management, maintenance of records and
files on assets management.
Maintenance of files and records relevant to office maintenance.
2 Education:
Secondary School education. Diploma in Business and Public Administration or equivalent, is an added advantage.
Knowledge and Experience:
3 to 4 years relevant experience in Administration/Logistics, preferably with an
International organization or the United Nations will be an added advantage.
Required Competencies:
Initiative and discretion; participates effectively in a team-based information-sharing environment, collaborating and cooperating with others; plans and produces quality results to meet established goals; strives for quality client-oriented services; executes day-to-day tasks systematically and efficiently; good communication skills; capacity to work under pressure.
Organizes and prioritizes work schedule to meet client needs and deadlines. Establishes, builds and sustains effective relationships within work unit and with internal and external clients. Anticipates client needs and addresses them promptly and diplomatically.
i) Values: Exemplifying integrity, Demonstrating commitment to UNFPA and the UN system, Embracing cultural diversity, Embracing change
ii) Core Competencies: Achieving results, Being accountable, Developing and applying
professional expertise/business acumen, Thinking analytically and strategically, Working
in teams/managing ourselves and our relationships, Communicating for impact
iii) Required Skillset:
Proficiency in current office software applications.
Demonstrated ability to work in a team environment
Providing logistical support
Managing data
Managing documents, correspondence and reports
Managing information and workflow
Planning, organizing and multi-tasking
Languages:
Somali language is an advantage. Good command of English language, both written and
spoken is essential. Please note that this post is open to Kenyana Nationals only. Applications with a current CV and duly completed/signed P11-UN Personal History Form (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/1-7/2015 Operations Assistant” should be forwarded to the following email address: recruit.unfpasom@unfpa.org .
UNFPA will only be able to respond to those applications in which there is further interest.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality,
teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
--------------------------------------------------------------------------------------------------------------
------------------------------------------------------Disclaimer:
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fees in connection
with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter of offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline at http://www.unfpa.org/help/hotline.cfm
NOTICE TO APPLICANTS: In accordance with the rules of the United Nations,
persons applying to posts in the international Professional category, who hold
permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly
appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------------------
*No expectancy of renewal in accordance with UN Staff Regulations 4.5
4
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