ADMINISTRATIVE ASSISTANT, G5
Nairobi - Kenya
|ADMINISTRATIVE ASSISTANT, G5
|Job Code Title:
|United Nations International Strategy for Disaster Reduction Secretariat
|13 September 2018 – 12 October 2018
|Job Opening Number:
Org. Setting and Reporting
Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNISDR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNISDR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNISDR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyses action and increases global awareness to reduce disaster risk working with UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.
The position is located in the office of UNISDR, Nairobi. The incumbent reports to the Administrative Officer.
Under the supervision of the Administrative officer (NO-C), the incumbent is responsible for the following duties:
– Assists in the organization of meetings and conferences by the regional office: requesting index numbers and creating mini masters for meeting participants in UMOJA; Collect and recording bank information in BIRD; processing travel requests and expense reports on behalf of meeting participants; contributing to the management of the event/meeting including logistics, security, visas, protocol, hospitality etc;
– Assists hiring managers with the recruitment of consultants in Inspira and raises shopping carts for consultants and ICs in UMOJA, as per delegated authority; monitor closely consultancy contracts in collaboration with the Resource Planning and Management section in Geneva;
– Contributes to the drafting of job descriptions for new positions; assists hiring manager with the recruitment in Inspira for regular and temporary job opening, including initial screening of candidates, arranging for written assessment and acting as ex-officio during interviews, and preparing the recruitment case in Inspira for further review as appropriate;
– Focal point for the induction of new staff members at the regional level; Coordinates with the Resource Planning and Management Section in Geneva and appropriate counterparts at the regional level on travel arrangements, visa matters and shipment of personal effects for selected candidates; Ensures new staff members receive the relevant equipment, phone access, intranet access, badge, etc. Assists staff members in the regional office with the issuance of UNLPs, visas, diplomatic IDs and customs clearance; Liaises with the Human Resources Unit in Geneva to provide guidance to staff members on benefits and entitlements;
– Focal point in the region for performance management and staff development; Assists with the monitoring of performance management compliance; Based on the guidance provided by the Human Resource Unit of the Resource Planning and Management Section, assists with career support and staff development through reporting training attendance for staff in the region, including the mandatory UN training courses;
– Advises staff on visa matters and rules pertaining to official business travel; Develops and maintains travel guides for the duty stations in the region including all relevant information;
– Focal point for filing and records management in the regional office; Sets up and maintains reference files/records (electronic and paper);
– Umoja regional super user; Provides guidance and Umoja assistance to staff members on issues related to travel administration; focal point for Umoja role mapping in the region; Provides first level support to staff members in the region facing issues with logging in Umoja or their employee self-service portal; Guides staff members to update their personal data and request their entitlements in Umoja.
– Upon request, undertakes research on a range of HR-related or administrative issues and assists in the preparation of notes/reports pertaining to areas of responsibility.
– Acts at back up to the other assistant(s) in the office; performs other duties as required.
– 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; 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.
– 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.
Completion of secondary school or its equivalent commercial school.
A minimum of five (5) years of progressively responsible experience in the field in administrative services, human resources or related area. Experience in support functions in international organizations such as the United Nations is highly desirable. Experience working with the travel or consultants’ modules of SAP is desirable. Experience providing guidance to staff on human resources rules and regulations is desirable. Experience providing support to conferences and large meetings is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another UN official language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.
This job opening is only open to (1) staff members of the United Nations Secretariat serving in Nairobi who hold a permanent, continuing or fixed-term appointment and have been appointed following the review of the Central Review Panel, and (2) staff members of the United Nations Office for Disaster Risk Reduction, Nairobi, who hold a fixed-term appointment issued by the United Nations Development Programme. Other applicants including staff members holding a temporary appointment are not eligible for consideration.
Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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)
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