Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 7 August 2019-5 September 2019
Job Opening number: 19-ADM-UNON-118414-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. We support programme implementation of the UN Environment Programme (UN Environment) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). The position is located in the United Nations Office at Nairobi (UNON) Human Resources Management Service (HRMS) in the United Nations Joint Medical Service (JMS). Under the direct supervision of the Chief JMS, the incumbent will perform the following duties:
1. General Administrative Functions:
Prepares, processes and follow-up on administrative arrangements and forms related to the official travel of staff; Drafts routine correspondence; Maintains up-to-date work section files and updates files of rules, regulations, administrative instructions and other related documentations; Coordinates extensively with service units and liaises frequently with internal team members.
2. Procurement functions:
Requisition for goods and services for use in JMS; Monitors the stock level for Joint Medical Section (JMS) supplies and initiates requisition in enterprise resource platform (ERP) based on reorder level. Assists in the data compilation and analysis for purposes of billing. Prepares statistical tables and standard reports. Monitors status of expenditures and allotments through ERP, records variation, updates budget tables; Consolidates data received and provides support to higher-level staff with respect to budget expenditure; Reviews status of relevant expenditures and compare with approved budgets; Processes paperwork of payments to vendors before submission to Finance.
3. Human Resources Functions:
Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resources activities, Builds job openings for consultant and contractors recruitment; Enters maintains and certifies administrative data and records for time and attendance, performance appraisal; processes service entry sheets, payment requests, entitlements related claims and reports before submission to HR; Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services necessary; Maintains and reviews organizational staff tables; generates and reviews system generated reports.
4. Perform other duties as assigned.
Professionalism: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative rules and regulations in work situations; Shows pride in work and in achievements; 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.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Accountability: Takes ownership of all responsibilities and honors commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school diploma or equivalent is required. Additional training in Office administration, office management, project management or other related field is desirable. Proficiency in Microsoft Excel is required. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
A minimum of five years of progressively responsible experience in administrative services, finance or human resource services or related field is required.
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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment against this post is on a local basis. Appointment against this position is for a period of one (1) year only, with no expectation of 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.
Internal Applicants – When completing the form, 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.
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.
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.
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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2018 United Nations. All rights reserved
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