Team Assistant Job in Kenya – UN

Closing
date: Saturday, 25 July 2020

Posting Title: TEAM ASSISTANT, G4

Job Code Title: TEAM ASSISTANT

Department/Office: United Nations Office at Nairobi

Duty Station: NAIROBI; NAIROBI;

Posting Period: 26 June 2020 – 25 July 2020

Job Opening Number: 20-Administration-UNON-137594-R-Nairobi (X)

United Nations Core Values: Integrity, Professionalism, Respect
for Diversity

Organisational Setting and Reporting

The United Nations Office at Nairobi (UNON) is the United Nations
headquarters in Africa and the representative office of the Secretary-General.
We support programme implementation of the United Nations Environment Programme
(UNEP) and the United Nations Human Settlements Programme (UN-Habitat)
globally, as well as other United Nations offices in Kenya, by providing
administrative, conference and information services (www.unon.org) This
position is located in the United Nations Office at Nairobi (UNON), Human
Resources Management Service (HRMS), Staff Pay and Benefit, Nairobi Duty
station. Under the overall guidance of the Deputy Chief, Human Resources
Management Service (HRMS) and the direct supervision of the Front Office
Manager, HRMS, the incumbent will provide a wide range of administrative
support to the HRMS team and specifically support the HRMS Front Office
functions performing the following duties:

Responsibilities

  • Researches, compiles and
    organizes information and reference materials from various sources for
    reports, work plans, studies, briefings. Upon request, generates reports,
    work orders, service requests (SRs), etc., using Unite iNeed system.
    Screens phone calls and visitors; responds to moderately complex
    information requests and inquiries, creates iNeed SRs as appropriate and
    assigns inquiries to appropriate HRMS personnel for further processing.

  •  Prepares and issues
    certified pay slips for staff upon request, coordinates UNFCU external
    payment requests and Letters of Attestation. Assists in providing software
    and office equipment support. Provides guidance to less experienced staff
    on office processes and procedures, computer applications such as iNeed
    system and Umoja Employee Self-Service actions.

  • Assists in the preparation of
    presentation materials using appropriate technology/software. Maintains
    calendar/schedules; monitors changes and communicates relevant information
    to appropriate staff inside and outside the immediate work unit. Performs
    data entry and extraction functions.

  • Reviews, records, distributes
    and/or processes mail and other documents; follows-up on pending actions.
    Updates and maintains large distribution lists; monitors, prepares and
    distributes various materials, reports, where possible using electronic
    formats; handles arrangement for printing and translation as necessary;
    coordinates shipment arrangements, courier services and pouch dispatch,
    etc. Performs general administrative tasks e.g. arrangements for meetings
    and other events, reservations, follow-up, to include preparing and/or
    processing administrative requests/documents (e.g. requisitions, purchase
    orders, authorizations, visa applications, etc.

  • Performs a wide range of office
    support and administrative functions. Drafts responses to routine
    correspondence and other communications; uses standard word processing
    package to produce a wide variety of large, complex documents and reports.
    Monitors processes and schedules related to the unit’s outputs, products,
    tasks, etc.; assists in the verification of receipt and accuracy of
    requisite documents, approvals, signatures, etc. to ensure compliance with
    requirements UN Rules and Regulations, Administrative Instructions,
    Information Circulars, SG Bulletins, UN correspondence manual, verbal and
    written instructions from the supervisor, established
    procedures/guidelines. The incumbent is expected to exercise sound
    judgement on the best way to complete a task. He/she may propose internal
    guidelines.

  • Perform any other duties as may
    be required.

Competencies

  • PROFESSIONALISM: Knowledge of
    general office and administrative support including administrative
    policies, processes and procedures. 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.

  • 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.

  • PLANNING & 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 High School Diploma or equivalent is required.
Additional technical training in the field of administration and human
resources management is highly desirable. Must have passed the United Nations
Administrative Support Assessment Test (ASAT) or the Global General Service
Test (GGST) at Headquarters or an equivalent locally-administered test at
Offices away from Headquarters.

Work Experience

  • A minimum of three years of
    progressively responsible work experience in general office support is
    required.

  • Experience in Front Office
    support functions is desirable

Languages

  • 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.

Assessment

  • Evaluation of qualified
    candidates for this position may include substantive assessment which may
    be followed by a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff
rule

  • 4 of the United Nations Staff
    Rules. All staff in the General Service and related categories shall be
    recruited in the country or within commuting distance of each office,
    irrespective of their nationality and of the length of time they may have
    been in the country. A staff member subject to local recruitment shall not
    be eligible for the allowances or benefits exclusively applicable to
    international recruitment.

Appointment against this post is for an initial period of one year
and may be subject to 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.

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.

Internal Applicants – when completing the PHP, 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.

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.

How To Apply

Click here to apply for Team Assistant Job.

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.

No Fee

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.

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