SENIOR ADMINISTRATIVE ASSISTANT

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UNON - United Nations Office at Nairobi

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Application deadline 9 months ago: Friday 23 Jun 2023 at 23:59 UTC

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Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 2,434 USD.

Salary for a G-7 contract in Nairobi

The salary of a G-7 depends on the duty station. The minimum salary there is 322,783 KES (~2,434 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

More about G-7 contracts.

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. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the UN Human Settlements Programme (UN-HABITAT) and the Resident Coordinator System globally, as well as other UN Agencies, Funds or Programmes operating in or from Kenya, by providing administrative, operational, conferencing and information services.

This position is located in the Office of the Director, Division of Administrative Services (ODA), UNON, Under the supervision of the Special Assistant to the Director of Administration.

Responsibilities Human Resources Management: - Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. - Oversees and keeps tracks of vacancies and Job Openings (JOs) across the Division of Administration. Prepares management guidance through the DMSPC reporting portal on the Division of Administrative Services (DAS) vacancy rate. - Monitors the division wide staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. - Assists the Special Assistant in managing senior recruitments on behalf of the Office of the Director of Administration. Coordinating candidate review and selection activities, such as reviewing of applications, short-listing, written assessments, competency-based interviews and final report writing.

Administrative Committees: - Under the supervision of the Chairperson, act as primary Secretary of the Nairobi Local Committee on Contracts (LCC). - As Secretary for the LCC, duties involve arranging meetings, ensuring timely and efficient distribution of presentations, drafting minutes and recommendations, necessary liaising with UNON Procurement Section, and coordinating memberships from across UNON, UNEP and UN-Habitat. - Under the supervision of the Chairperson, act as liaison for the UNON Tender Opening Committee (TOC). - For the UNON TOC, prepare and monitor nominations of members from across UNON, follow up on mandatory documentation and liaise as appropriate with UNON Procurement Section. - For LCC and TOC, act as focal point for coordination of training, preparation of Information Circulars on memberships and timely dissemination of broadcasts.

Audit Management: - Provides support on Internal and External Audit exercises on behalf of UNON and DAS. - Facilitate the operational work of the external auditors by liaising between managers and auditors. - Review Audit recommendations to identify which office should comment and/or provide input and ensure responses are provided within provided deadlines. - Coordinate logistics and administrative support for the external auditors including, coordinating access to the UN complex and booking meeting/ conference rooms. - Manage online platforms for audit reports and recommendations which include status of implementation; develops an understanding of the audit client`s business. - Maintain electronic files for internal audit reports, external audit reports and external correspondence.

Administrative Management: - Under the guidance of the Special Assistant provides coordination support for the Office of the Director, including but not limited to the Director’s calendar, time and attendance, managing divisional leave plans for senior managers. - Drafting of correspondence including documents of a confidential nature as required by the Director; and maintain a track of online and hardcopy correspondence and follow up on necessary actions. - Support the Special Assistant in managing and coordinating travel related services for the Director’s, including annual budgeting for the same. Provides assistance in monitoring official mission requests for divisional chiefs and arrangements for Officers-in-Charge. - Support the Special Assistant in the coordination and programme planning for official visits. Coordinate as necessary with DAS divisions, the Office of the Director-General, and other stakeholders. Follow up as necessary with the ODA Event Coordinator responsible for organizing of conferences, workshops, seminars and meetings. Act as focal point for visitor booking requests through the Department of Safety and Security. - Drafts agenda, reports, official programmes, notes/minutes of meetings, retreats, workshops, official visits as relates to ODA for local and global services. Manages and tracks incoming and outgoing correspondences, actions as appropriate and manages document storage. - Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property. Act as focal point for gate passes for official equipment. - Act as the petty cash custodian for ODA. - Performing other related administrative duties, as required (e.g. identification of office technology needs and maintenance of equipment, software and systems, physical space planning, low-value acquisitions). - Supports the Special Assistant to ensure the efficient operation of the ODA office, adequacy of coverage with respect to Flexible Work Arrangements and leave plans, and acts as backup as required to ensure the smooth running of ODA. - Performs other duties as required.

Competencies PROFESSIONALISM: Knowledge of the Organization's conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. 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.

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.

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.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours 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.

Education Completion of High school diploma or equivalent is required. Supplementary courses or additional training in administration, project management or other related field is desirable.

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 the 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 written assessment or interview.

Work Experience A minimum of ten (10) years of progressively responsible experience in an administration function is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.

Experience in an Executive Front Office or supporting senior management is required.

Experience working in international organizations such as the United Nations and similar multi-national organizations is desirable.

One (1) or more years of experience in data analytics or related field is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Appointment against this post is for an initial period of one year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 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.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity.

With due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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. In such cases, please resubmit the application, if necessary. 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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

Added 10 months ago - Updated 9 months ago - Source: careers.un.org