United Nations Administrative assistant vacancy

United Nations Administrative assistant vacancy

Job Title: ADMINISTRATIVE ASSISTANT, G7
United Nations Office at Nairobi
Deadline: 28 February 2014
Job Opening number: 14-ADM-UNON-31796-R-NAIROBI (X)



Org. 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 (UNHABITAT) 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 Host Country Relations Services Unit (HCRSU), Support Services Service (SSS) Section, United Nations Office at Nairobi
Responsibilities
Under the supervision of the Manager, Host Country Services Unit, the incumbent will be responsible for the following functions:- 1. Assist in carrying out the work programme of the
Unit; Deputize for the Manager in his absence; Assist in the preparation of budget, distribute and assign work to the General Service Staff in the Unit. 2. Assist the Manager in applying the immigration, duty-free and tax exemptions provisions of the Host Country Agreement:-
Coordinate with relevant Government of Kenya (GoK) representatives to negotiate and solve
sensitive and complicated problems escalating issues to the Manager if necessary; Ensure that information available to staff on immigration, duty-free, and VAT exemptions is updated and conduct briefing to new staff members on the same; Keep abreast of the daily press and maintain regular contact with relevant GoK offices; Supervise the liaison function with GoK offices to ensure timely processing of the relevant documents, exemptions and claims. 3. Ensure records relating to transactions processed by GoK offices and entered into the electronic database is up to date and secure;- Track the expiry dates of documents, visas, and remind staff members to initiate action for renewal; Maintain up to date vehicle registration and issuance/return of red number plates database. 4. Monitor field staff overtime; Prepare workload statistics and generate reports as required; Provide inputs to the HCSU budget, statistical and performance reports; Prepare correspondence, notes verbales, covering letters, and reports upon request. 5. Supervise field staff:- Provide guidance, supervision and work distribution; Guide focal points of subscribing agencies; Foster teamwork and communication among staff. 6. Perform other related duties as may be assigned.
Competencies
Professionalism: Ability to perform a broad range of administrative functions; Is conscientious and efficient in meeting commitments, observing deadlines and achieving
results, shows persistence when faced with difficult problems or challenges.
 Team work: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; 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.
 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
Education
High school diploma or equivalent is required. Additional technical training in administrative
fields is desirable.
Work Experience
A minimum of ten years of progressively responsible experience within the UN system, at least two of which must be in the administration of host country services/protocol services.
Languages
English and French are the working language of United Nations Secretariat. For the post
advertised, fluency in oral and written English is required. Working knowledge of another UN
language is desirable
Special Notice
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 appointment. Staff members are subjected to the authority of 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. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary.



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