Closing date: Wednesday, 25 March 2015
Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office
United Nations Office at Nairobi
Duty Station
NAIROBI
Posting Period
23 February 2015-25 March 2015
Job Opening number
15-ADM-UNON-40308-R-NAIROBI (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Appointment against this post is on a local basis. Extension of the appointment is subject to availability of funds. 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 the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. 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. 2. 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. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
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 United Nations Office at Nairobi (UNON), Budget and Finance Management Service (BFMS) at the Nairobi duty station.
Responsibilities
Under the supervision of the Special Assistant to the Chief, the incumbent will carry out the following duties: 1. Human Resources Management: Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities; Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems; Reviews entitlements-related claims and reports; Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary; Maintains and reviews organizational staffing tables; prints and reviews IMIS reports. 2. Budget and Finance; Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables; Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies; Reviews status of relevant expenditures and compares with approved budget; Reviews requisitions for goods and services; Assists in the preparation of budget performance submissions; Prepares statistical tables and standard financial reports.
3. General Administration: Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff; Drafts routine correspondence; Maintains files of rules, regulations, administrative instructions and other related documentation; Maintains up-to-date work unit files (both paper and electronic); Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. 4. Performs other related duties as required.
Competencies
Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment; Ability to maintain accurate records, review and interpret
a wide variety of data; Is motivated by professional rather than personal concerns, be
conscientious and efficient in meeting commitments, observing deadlines and achieving
results.
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 the 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
Completion of secondary school is required. Supplementary training in administration, finance or related area is desirable.
Work Experience
A minimum of five years of experience in administration, finance or related area is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Working knowledge of another UN official language is an advantage.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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.
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