Executive Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The UNV (Executive Assistant) will ensure effective and efficient functioning of the DRR office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made. He/she will work in close collaboration with Front Office, Programme, and Operations teams, UN Agencies, and partners to ensure efficient flow of information, actions on instructions, agendas.

This assignment is part of UNV’s disability inclusion strategy. UNV seeks to 1) provide opportunities for persons with disabilities to serve as UN Volunteers 2) enable UN partners to expand diversity and inclusion of persons with disabilities in their workforce worldwide 3) build a talent pipeline of qualified professionals with disabilities who can contribute to the attainment of the Sustainable Development Goals (SDGs) at national and global levels, with focus on national capacity.

The Host Office is in charge to fund and put necessary reasonable accommodation measures that may be required. Reasonable Accommodation

The UN system is committed to creating an inclusive workplace and commits to taking appropriate measures to enable persons with disabilities to access employment opportunities and benefit equally from employment related opportunities by providing reasonable accommodation. Reasonable accommodation may differ depending on the disability and individual requirements. Reasonable accommodation means “necessary and appropriate modification and adjustments not imposing a disproportionate or undue burden, where needed in a particular case, to ensure to persons with disabilities the enjoyment or exercise on an equal basis with others of all human rights and fundamental freedoms “(Article 2, UN CRPD).

Under the direct supervision of the Representative, the UN Volunteer will undertake the following tasks: Provide administrative support to the DRR:

· Provide administrative support to ensure the smooth and efficient functioning of the DRR front office. · Coordinate the efficient and discreet management of the Representative’s schedule; Coordinates calendar and schedule of regular and ad-hoc internal meetings, prepare minutes and summaries of actions to be taken; track progress on planned issues; ensure follow-up with focal points. · Adhere to appropriate protocol and correspondence guidelines when communicating with external partners. · Assemble briefing materials and prepare power-points and other briefs for the DRR; Coordinate travel planning and logistical support arrangements for official missions of the DRR; Facilitate effective communications and information management support: · Screen all incoming communications, filters outgoing correspondence for DRR signature, clearance, and further action by other staff; wherever possible. · Facilitate the flow of information/communication between the DRR Office and other units. · Review, prioritize and route correspondence to and from DRR Office; •Follow-up action and keep the DRR informed. · Review correspondence for proper internal clearances prior to the DRR signature; Respond and/or direct inquiries to the appropriate Unit for timely action and/or response. · Maintain and organize up to date hard and electronic files for easy access and retrieval. · Ensure safekeeping of confidential materials; •Work and coordinate closely with Operations unit to ensure compliance with corporate guidelines. Support to external relations activities: · Responsible for protocol matters, receives high ranking officials, and answer calls/inquiries with tact and discretion. · Organizes official events/hospitality for the DRR.

Furthermore, UN Volunteers are required to:

· Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day). · Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. · Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities. · Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. · Assist with the UNV Buddy Programme for newly arrived UN Volunteers. · Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

· Accountability · Adaptability and flexibility · Creativity · Planning and organising · Professionalism

progressively responsible secretarial, administrative, programme experience is required at the national or international level.

Experience in the use of computers and office software packages (MS Word, Excel, etc), database packages, and web-based management systems such as ERP." Prior experience with the UN system or an international NGO is desirable.

Specialized secretarial training or office management desirable or University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Other desired/mandatory required technical knowledge.

· Excellent oral and written skills; excellent drafting, formulation, reporting skills. · Accuracy and professionalism in document production and editing. · Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; · Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; · Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment. · Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; · Have affinity with or interest in UNV/UNDP’s work), volunteerism as a mechanism for durable development, and the UN system.

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighbouring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; National Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties. Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO). Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services, and educational facilities are readily available. The city is widely connected through its main airport, Jomo Kenyatta International Airport, and the smaller Wilson Airport. Air transport is also available to many up-country destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that it serves as the headquarters for both the UN-HABITAT and UNEP. The socio-economic and cultural background of the immediate society the UNV would be living and working in is diverse and prevailing security conditions at the place of assignment is modest.

The topographic and climatic features of the assignment location is highland cool and warm tropical climate. You can check full entitlements at the duty station at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.”