Org. Setting and Reporting
This position is located in the CBRN (Chemical, Biological, Radiological and Nuclear) Centre of Excellence Regional Secretariat for Eastern and Central Africa (ECA) Region of the United Nations Interregional Crime and Justice Research Institute (UNICRI) in Nairobi, Kenya. The incumbent will work under the direct supervision of the Programme Officer (CBRN Programme) and will assist in the implementation of activities in the Eastern and Central Africa Region. The incumbent will work in close coordination with the administrative unit in UNICRI Headquarters in Turin (Italy).
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Within assigned authority, the incumbent will be responsible for administrative assistance in the implementation of projects, and perform the following specific duties:
â¢Perform a wide range of office support and administrative functions using the UN Enterprise Resource Planning (ERP) system Umoja.
â¢Assist with calculation and preparation of cost estimates of meetings and events regularly organized in the region.
â¢Support the preparation of travel authorizations for participants; review travel claims and related documentation for completeness, accuracy, validity and conformity with UN rules and regulations.
â¢Assist in preparing documents in French and English related to the organisation of meetings and events.
â¢Upon request and following due consultation with direct supervisor, communicate with stakeholders.
â¢Make logistical arrangements for countries/organizationsâ representatives, National Focal Points, hosting countries/institutions, servicesâ providers with regards to the meetings and events regularly organized in the region (which may involve travel outside the country);
â¢Keep contacts with project partners and hosting institution to assist them with logistical aspects.
â¢Liaise with finance and administration at UNDP country offices of the region, UNICRI headquarters in Turin to facilitate the coordination and cooperation, including preparing and following-up requests for organizing events, payment, procurement and travel as well as general assistance.
â¢Assist 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.
â¢Assist with visualizations and updating information material such as web pages or brochures.
â¢Perform other work-related duties as assigned.
Professionalism â Has knowledge of general office and administrative support including administrative policies, processes, and procedures. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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.
Client Orientation: Considers all those to whom services are provided to be âclientsâ and seeks to see things from clientsâ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clientsâ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clientsâ 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.
High school diploma or equivalent is required.
A minimum of three years of relevant working experience in the field of administrative programme/project support, including experience in logistical assistance, is required. The minimum number of years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher.
Work experience with SAP (UMOJA) or other comparable Enterprise Resource Planning (ERP) systems is desirable.
Experience in the United Nations Common System or in similar large international organizations is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another United Nations official language is an advantage.
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
This position is funded from extra-budgetary resources and is limited to UNICRI. The initial appointment will be for a period of one year and any extension of the appointment is subject to extension of the mandate and/or the availability of funds. In view of the nature of the funding of the present position, should a UN Secretariat staff member apply and be selected for this position with the Institute, such a selection will be implemented on a temporary basis.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.
The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
United Nations Considerations
According to article , paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term âsexual exploitationâ means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term âsexual abuseâ means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term âsexual harassmentâ means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetratorâs working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on âManualsâ hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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