Team Assistant at United Nations Office at Nairobi
2 weeks ago
United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.
Responsibilities:
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, and other established procedures/guidelines.
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.; The incumbent is expected to exercise sound judgement on the best way to complete a task. He/she may propose internal guidelines.
Reviews, records, distributes and/or processes mail and other documents; follows-up on pending actions; monitors, prepares and distributes various materials, including official staff file, where possible using electronic formats; handles arrangement for printing and translation as necessary; 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 data entry and extraction functions.
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.
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assists with visualizations and updating information material such as web pages or brochures. 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. Responds to moderately complex information requests and inquiries, creates iNeed service requests (SRs) as appropriate and assigns inquiries to appropriate HRMS personnel for further processing. Performs any other duties as may be required.
Requirements
Competencies
Professionalism:
Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps.
Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 the audience.
Demonstrates openness in sharing information and keeping people informed.
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.
Use time efficiently.
Education
Completion of High School Diploma or equivalent is required.
Supplementary training in administration and human resources management is highly desirable.
Work Experience
A minimum of three (3) years of progressively responsible work experience in general office support is required.
The minimum years of relevant experience is reduced to one (1) year for candidates who possess a first-level University degree.
Work experience of one (1) year in the records management is desirable.
One (1) year or more of work experience in data analytics or related area is desirable.
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