Administrative Assistant

ADMINISTRATIVE ASSISTANT , G5

DEADLINE FOR APPLICATIONS:	07/04/2015
DATE OF ISSUACE:	27/03/2015
ORGANIZATIONAL UNIT:	UNON/SSS - TRAVEL UNIT
DUTY STATION:	NAIROBI
JOB OPENING ANNOUNCEMENT NUMBER:	GS-15-13

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 and visa or work permit issues 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.

Remuneration:

Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered. More Info...

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

Responsibilities:

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 (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 Nairobi duty station, the Travel, Shipping & Visa Unit (TSVU) within Support Services Service of the Division of Administrative Services, UNON. Responsibilities: Under the supervision of the Chief, Travel, Shipping and Visa Unit (TSVU), the incumbent will perform the following: A. Provide administrative support to ensure that the operations of the shipping and visa sub-units are maintained in an effective, up to date and accurate manner. B. General Coordinating functions: • Attend to visitors and queries from staff members from UNEP/UN-Habitat/UNON, other UN agencies, and contractors and provide information and documents on matters related to travel, shipping and visa issues. • Responsible for the identification and coordination of the maintenance of equipment, office fixtures and furniture; preparation of requisitions for stock, furniture, equipment and goods through IMIS, as well as the maintenance of stocks of stationery and office supplies for the Unit, and monitor use of the same. • Draft administrative correspondence for the supervisor’s signature. • Establish and maintain an electronic data log of travel requests, faxes and relevant forms and documents act as the focal Point for the Unit related to the introduction, management and maintenance of an electronic tracking, filing and archiving system. C. Travel, Shipment and Visa Coordinating Functions: • Performa quality control functions related to approved Travel Requests (TR) before distributing them to the relevant Accounts Unit or Travel Agent for issuance of payment of travel advances and tickets. Return incomplete TRs to travel assistant(s) for correction. • Responsible for invoicing and performance certificate preparation for shipping invoices. • Process costings forwarded to shipping unit for shipment entitlements and advise UN staff members on shipping entitlements and procedures including reimbursement. • Shipment and subsequent timely dispatch to out posted offices or UNDP. Monitor acknowledgements received in order to ensure that participants get their tickets and Daily Subsistence Allowance (DSA) and can attend meetings. Alert supervisor and take corrective action in case of technical or other problems. • Act as local process expert for shipping in Umoja travel module. • Prepare reports for review of supervisor on lost savings on travel and exceptions to the standard of accommodation. • Supporting visa sub-unit in processing and renewal of UN travel documents and mainting up-to-date files on UN travel documents. D. Other Functions: • Any other duties as assigned by the supervisor.

Core Competencies:

• Professionalism: Knowledge of travel related processing requirements; Ability to recognize and act in the face of conflicting priorities. 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. Builds consensus for task purpose and direction with team members. Supports and acts in accordance with final group decisions, 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.

QUALIFICATIONS

Education:

High school diploma or equivalent is required. Supplemental training in administration, travel or a related field is an asset.

Work Experience:

A minimum of five (5) years’ progressive experience in administration, travel or related area is required.

Languages:

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Other Desirable Skills:

Excellent ICT and database management skills is desirable.

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. English and French are the two official working languages of the United Nations. UNEP,UNHABITAT and UNON do not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee please contact Recruitment@unon.org  ONLY applications to specific VAs will be considered, general applications should not be sent.

How to apply: 1. All applicants must indicate the following on their applications; Job Opening Notice Number Functional title of the post Attach an up-to-date CV, United Nations P-11 form or United Nations Personal History Profile (PHP) 2. Due to the volume of applications received, receipt of offline paper applications cannot be acknowledged individually. 3. UN staff members must attach copies of their last two Performance Appraisal System (PAS) evaluation & Fact Sheets to their applications. 4. Applications received after the deadline [closing date] will not be considered. 5. There is no application, processing or other fee at any stage of the process.  All applications should be submitted either by post, e-mail or fax. By Post N/A By Email recruitment@unon.org By Fax N/A Special Notice Special Notice: PLEASE NOTE THAT THIS TJO IS OPEN TO INTERNAL STAFF MEMBERS AT THE RESPECTIVE DUTY STATION HOLDING A FIXED TERM APPOINTMENT, CONTINUING APPOINTMENT OR PERMANENT APPOINTMENT ONLY. 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. This is a temporary Job Opening. Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise, of renewal. Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered. PLEASE QUOTE JOB OPENING ANNOUNCEMENT NO.:GS-15-13 ON THE SUBJECT OF YOUR E-MAIL APPLICATION. TVA GS 15 - 13 AA G5 UNON Travel.pdf

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED