Closing date: Wednesday, 11 February 2015
Posting Title: ADMINISTRATIVE ASSISTANT, FS4
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office: United Nations Support Office for AMISOM
Duty Station: NAIROBI
Posting Period: 27 January 2015-11 February 2015
Job Opening number: 15-ADM-UNSOA-40234-F-NAIROBI (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This ‘Recruit from Roster’ job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
Organizational Setting and Reporting
This position is located in the United Nations Support Office for AMISOM (UNSOA), based in Nairobi. The Administrative Assistant will report to the Administrative Officer.
Responsibilities
General Administration
- Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants;
- Coordinate extensively with service units and liaise frequently with internal team members both at the Headquarters and in the field.
- Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems; assist with the organization and coordination of seminars, conferences and translations and official visits.
- Perform other duties as required.
Human Resources Management
- Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities;
- Respond to enquiries and provide information and advice to staff regarding the administrative procedures, processes and practices;
- Oversee the maintenance of section vacancy announcement files and keep track of status of all current vacancy announcements;
- Maintain and monitor administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
Budget and Finance
- Assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly budget.
- Review expenditures and compare with the mission approved budget; prepare adjustments as necessary. Assist in the elaboration of resource requirements for budget submission; coordinate with other finance and budget staff on related issues during the preparation of the budget report.
- Assist in the preparation of budget performance submissions and in the finalization of budget performance reports.
Competencies
Core Competencies
Professionalism
- Ability and experience across a broad range of administrative functions, e.g., budget/work program, human resources, database management, etc.
- Knowledge and application of the UN systems, staff rules and regulations.
- Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems.
- High degree of commitment to ensure the proper use of the unit’s financial resources.
- 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 area of work.
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
- Supports and acts in accordance with final group decision, 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
Education
- High school or equivalent diploma is required.
- Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.
Work Experience
- At least six (6) years of progressively responsible experience in the field of finance, accounting, human resources, audit, administrative services, or in other related fields.
- Experience working in the United Nations or other international organization is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For the position(s) advertised, fluency in oral and written English is required.
- Knowledge of a second United Nations official language is an advantage.
Assessment Method
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ on the upper right side of the browser on Inspira.
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.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The post UNSOA Job Vacancy in Kenya : Administrative Assistant appeared first on Jobs in Kenya.
