Administrative Assistant

NOTE
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 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.
VACANCY NOTICE NO.:	GS-13-43
ORGANIZATIONAL LOCATION:	United Nations Office at Nairobi/Support Services Service
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Administrative Assistant
POST NUMBER	UXB41871TL-L017 (IMIS) 606315
GRADE:	G-4
CLOSING DATE:	29/09/2013

ORGANIZATIONAL SETTING:

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 UNON, Support Services Service, Commercial Operations Unit (COU) at the Nairobi duty station.

DUTIES AND RESPONSIBILITIES:

Under the supervision of the Chief, COU, the incumbent is responsible for the following:

1. Commissary

(a)  Receive and review applications for access to the UN Commissary and ensure they are in line with rules and regulations governing the access; Process new and renewal applications, forward to the Commissary for activation and forward supporting paperwork to COU Manager for approval; Perform the same on ration duty at the visitors’ pavilion.

(b)  Following a checklist, receive and inspect all incoming containers ensuring that the goods received comply with the host country agreement list of approved categories.

(c)  Issue bar codes for access to the Commissary to UN Gigiri conference delegates.

2. Fuel Station:

(a)  Receive and review applications for fuel debit cards, and ensure that they are in line with rules and regulations governing issuance of such cards for the UN fuel station;  Process the paperwork, approve and issue the cards;  File all back-up documents.

(b)  Operate the basic fuel management system including but not limited to fuel debit card top up’s, transfers and deductions while posted at the fuel station.

(c)  Handle customer queries and complaints in a timely manner by email, fax, letter, telephone.  Escalate problems, sensitive issues or concerns to the supervisor.

(d)  Receive and inspect fuel deliveries with the assistance of the Shell Station Manager; Check container seals and dip reading, and sign off on the delivery note; Forward the note to the COU Finance Assistant or Commercial Accounts Assistant for processing; Report on queries or cases where there is suspected fuel contamination to supervisor.

3      Recreation Centre:

Answer customer queries and/or forward the query to the appropriate staff.

4. COU Office Administration:

(a)  Maintain an efficient filing system for COU activities and ensure documents are filed on a daily basis.

(b)  Answer the phone and take messages as necessary.

(c)  Provide information to clients when approached on how to participate or apply for COU services.

(d)  Handle incoming and outgoing mail, distribution of documents, and maintaining trace files.

(e)  Order consumables for COU – e.g. Office supplies.

(f)   Perform other related duties as assigned by the supervisor including but not limited to covering for colleagues in the Unit during their absences.

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; demonstrates professional competence and mastery of subject matter; 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.

·         Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

·         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.

·         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 school education required.  Secretarial or administrative training from a technical college desirable.

EXPERIENCE

At least 4 years relevant working experience preferably including hands-on experience with administrative functions in the United Nations.

OTHER DESIRABLE SKILLS

Working knowledge of Microsoft Office programmes required.  Knowledge for basic accounting principles desirable.

LANGUAGE REQUIREMENTS

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

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 29/09/2013. Applicants should send a completed United Nations P.11 form (available at http://www.unon.org/docs/P11.doc) 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-13-43 (Applications without Correct Job Opening number will not be Considered)

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.