Team Assistant, G4 at United Nations Office at Nairobi (UNON)

Job Description

(adsbygoogle = window.adsbygoogle || []).push({}); United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings. Upon request, generates reports, work orders, service requests (SRs), etc., using Unite iNeed system. Screens phone calls and visitors; responds to moderately complex information requests and inquiries, creates iNeed service requests (SRs) as appropriate and assigns inquiries to appropriate HRMS personnel for further processing. Prepares and issues certified pay slips for staff upon request, coordinates UNFCU external payment requests and Letters of Attestation. Assists in providing software and office equipment support. Provides guidance to less experienced staff on office processes and procedures, computer applications such as iNeed system and Umoja Employee Self-Service actions. Assists in the preparation of presentation materials using appropriate technology/software. Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. Performs data entry and extraction functions. Reviews, records, distributes and/or processes mail and other documents; follows-up on pending actions. Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services and pouch dispatch, etc. Performs general administrative tasks e.g., arrangements for meetings and other events, reservations, follow-up, to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, authorizations, visa applications, etc.). Performs a wide range of office support and administrative functions. Drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.; assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with requirements UN Rules and Regulations, Administrative Instructions, Information Circulars, SG Bulletins, UN correspondence manual, verbal and written instructions from the supervisor, established procedures/guidelines. The incumbent is expected to exercise sound judgement on the best way to complete a task. He/she may propose internal guidelines. Reviews staff members’ time and attendance as needed. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. Assists with visualizations and updating information material such as web pages or brochures. Performs any other duties as may be required.

Requirements

Competencies

PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. PLANNING & 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.

Education

Completion of High School Diploma or equivalent is required. Additional technical training in the field of administration and human resources management is highly desirable.

Work Experience

A minimum of three years of progressively responsible work experience in general office support is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Experience in Front Office support functions is desirable. Experience in working with an HR department is desirable. One year or more experience in data analytics or related area is desirable.

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 desirable.