Administrative Assistant

Job Title: ADMINISTRATIVE ASSISTANT, G5

Department/ Office: United Nations Office at Nairobi

Duty Station: NAIROBI

Application period: 12 June 2013-12 July 2013

Job Opening number: 13-ADM-UNON-28283-R-NAIROBI (X)

To apply click here

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

Org. Setting and Reporting

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, Commercial Operations Unit (COU) at the Nairobi duty station.

Responsibilities

Under the supervision of the Chief, Commercial Operations Unit (COU), the incumbent is responsible for the following:

1.  Provide HR related administrative support.

2.  Provide financial related administrative support in accordance with existing contract, help in processing monthly bills, provide banking support and handle petty cash. Produce basic monthly financial report on revenue.

3.  Provide procurement related administrative support and provide information for tender documents at the UNRC and help with bidder conferences when required.

4.  Provide support related to event organization at the UNRC: Take reservation for client and ensure accuracy in the system. Provide more information to client regarding the UNRC. Maintain close contact with the member and guest of the UNRC. Coordinate with other offices to ensure smooth operation, cleanliness, maintenance of fitness center and facilities. Oversee that all fitness center and UNRC policies and procedures are being adhered to. Assist members as they fill their membership forms and ensure that all relevant information is provided and prepare and circulate membership letters, bills, information circulars and all related correspondence.

5.  Consult with the supervisor when necessary and perform other related duties as assigned.

Competencies

• Professionalism:  Ability to perform a broad range of administrative functions, e.g. budget/work programme, human resources, database management, etc.  Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.

• 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.

• 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.

• 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.

Education

Completion of secondary education or equivalent is required. Supplemental courses/training in administration, front office or other relevant field desirable.

Work Experience

Minimum 5 years of experience in an administrative and/or reception role with front desk operations and cashiering.  Work experience from a recreation centre or similar hospitality industry environment highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position fluency in oral and written English is required. A good working knowledge of French is desirable.

Assessment Method

Evaluation of qualified candidates may include an assessment exercise which will be followed by 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.