Posting Title: TEAM ASSISTANT, G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Office at Nairobi
Duty Station: NAIROBI; NAIROBI;
Posting Period: 26 June 2020 – 25 July 2020
Job Opening Number: 20-Administration-UNON-137594-R-Nairobi (X)
United Nations Core Values: Integrity, Professionalism, Respect
for Diversity
Organisational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the United Nations
headquarters in Africa and the representative office of the Secretary-General.
We support programme implementation of the United Nations Environment Programme
(UNEP) and the United Nations Human Settlements Programme (UN-Habitat)
globally, as well as other United Nations offices in Kenya, by providing
administrative, conference and information services (www.unon.org) This
position is located in the United Nations Office at Nairobi (UNON), Human
Resources Management Service (HRMS), Staff Pay and Benefit, Nairobi Duty
station. Under the overall guidance of the Deputy Chief, Human Resources
Management Service (HRMS) and the direct supervision of the Front Office
Manager, HRMS, the incumbent will provide a wide range of administrative
support to the HRMS team and specifically support the HRMS Front Office
functions performing the following duties:
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 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.
- Perform any other duties as may
be required.
Competencies
- PROFESSIONALISM: 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. 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. Must have passed the United Nations
Administrative Support Assessment Test (ASAT) or the Global General Service
Test (GGST) at Headquarters or an equivalent locally-administered test at
Offices away from Headquarters.
Work Experience
- A minimum of three years of
progressively responsible work experience in general office support is
required.
- Experience in Front Office
support functions 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 advantage.
Assessment
- Evaluation of qualified
candidates for this position may include substantive assessment which may
be followed by a competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff
rule
- 4 of the United Nations Staff
Rules. All staff in the General Service and related categories shall be
recruited in the country or within commuting distance of each office,
irrespective of their nationality and of the length of time they may have
been in the country. A staff member subject to local recruitment shall not
be eligible for the allowances or benefits exclusively applicable to
international recruitment.
Appointment against this post is for an initial period of one year
and may be subject to extension. 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.
All applicants are strongly encouraged to apply on-line as soon as
possible after the job opening has been posted and well before the deadline
stated in the job opening. On-line 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. If the problem
persists, please seek technical assistance through the Inspira ‘Need Help?’
link.
Internal Applicants – when completing the PHP, ensure ALL fields,
ALL professional experience and contact information are completed and up to
date. This information is the basis for the hiring manager to assess your
eligibility and suitability for the position and to contact you.
United Nations Considerations
According to article 101, 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
‘sexual exploitation’ 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 ‘sexual abuse’ means the actual or threatened
physical intrusion of a sexual nature, whether by force or under unequal or
coercive conditions. The term ‘sexual harassment’ 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 perpetrator’s 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.
How To Apply
Click here to apply for Team Assistant Job.
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 ‘Manuals’ 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.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE
RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).
THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK
ACCOUNTS.
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