Team 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-13-40
ORGANIZATIONAL LOCATION:	UNON/ODG
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Team Assistant
GRADE:	G-4
DURATION:	1 year (fixed term)
CLOSING DATE:	19/09/2013 (2 weeks from the issue date)

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 UNON, Office of the Director-General (ODG), Department of Political Affairs, at the Nairobi duty station.

DUTIES AND RESPONSIBILITIES

Under the direct supervision of the Political Affairs Officer, the incumbent will be responsible for the following tasks:

1.    Perform a wide range of office support and administrative functions including requisitions, purchase orders, expenditure authorizations, budget follow ups, travel requests and visa applications.

2.    Conduct research (including in relation to political developments in the sub-region); Compile and organize information and reference materials from various sources and assist in the preparation of presentation materials using appropriate technology/software.

3.    Organize meetings, events as well as visits by senior UN officials;

4.    Respond or draft responses to routine correspondence and other communications;

5.    Monitor processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc.

6.    Screen phone calls and visitors; Respond to moderately complex information requests and inquiries and as necessary, refer inquiries to appropriate personnel for handling

7.    Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.;

8.    Maintain calendar/schedules; Monitor changes and communicates relevant information to appropriate staff inside and outside the immediate work unit; Review, record, distribute and/or process mail and other documents; Follow-up on impending actions.

9.    Update and maintain large distribution lists; Monitor, prepare and distribute various materials, reports, where possible using electronic formats; Handle arrangement for printing as necessary; Coordinate shipment arrangements, courier services, etc.

10.  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.).

11.  Perform other related duties as assigned.

COMPETENCIES

•           Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures.  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.

•           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.

•           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.

QUALIFICATIONS

Education

Completion of secondary education is required. Additional technical training in the field of office management, administration, secretarial training or other related fields desirable.

Experience:

A minimum of 4 years of progressively responsible experience in secretarial and general office support or related area in a large organization; experience within the UN Secretariat or other international organizations is desirable.

     

Languages:

English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of other UN official languages 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 19/09/2013. Applicants should send a completed United Nations Personal History 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 UN staff members must submit scanned copies of their two latest Performance Appraisal System (e-PAS) reports at the time of application to the email address above. PLEASE QUOTE VACANCY ANNOUNCEMENT NO.:            GS-13-40 (Applications without Correct Vacancy Number will not be Considered) 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.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.