Closing date: Wednesday, 4 March 2015
Posting Title:
Administrative Assistant, G6
Job Code Title:
ADMINISTRATIVE ASSISTANT
Department/ Office
United Nations Office at Nairobi
Duty Station
NAIROBI
Posting Period
2 February 2015-4 March 2015
Job Opening number
15-ADM-UNON-39365-R-NAIROBI (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational 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). The post is located in the Office of the Director-General, United Nations Office at Nairobi (UNON), Security and Safety Service.
Responsibilities
Under the general guidance of the Chief, Security and Safety Service and direct supervision of the Deputy Chief, Security and Safety Service, the incumbent will perform the following duties:- 1. 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 general HR related information to staff; Oversee the maintenance of vacancy announcement, file and keep track; Review and process personnel actions through IMIS and monitor staffing table and prepare relevant statistical data/charts. 2. Budget and Finance:- Assist in the preparation and review of financial and human resource proposals/requirements; Consolidate budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement; monitor expenditures and compare with approved budget and prepare adjustments; Assist managers in the elaboration of resource requirements for budget submissions; Assist in preparation of budget performance submissions and finalization of reports; Assist in preparing financial reports from IMIS system generated reports; Co-ordinate with other finance and budget staff on preparation of budget reports. 3. General Administration;- Draft routine correspondence; Coordinate with service units and liaise with internal team members both at Headquarters and in the field; Responsible for guiding, training, and supervising the work of junior General Service staff; Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services; Prepares and processes all UN forms and permissions for contractual and work Unit. 4. May perform other related duties, as required.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, e.g.,budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
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.
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.
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 with supplemental training in Administration, human resources, finance or related field. Knowledge of IMIS application is highly desirable.
Work Experience
A minimum of seven years of experience in administrative services, finance, accounting, human resources or related area. United Nations experience is an advantage.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Working knowledge of other UN official languages is an asset.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
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.
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