Senior Programme Management Assistant
Application deadline 20 hours ago: Monday 1 Mar 2021
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. More about G-7 contracts.
Org. Setting and Reporting The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP),the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This post is located in the Common Services Unit, Division of Administrative Services (DAS), UNON. The incumbent will report to the Coordinator Common Services/Administrative Officer UNON at Nairobi duty Station. The incumbent will be responsible for the following duties and responsibilities:
Responsibilities Common Services in Kenya: - Works with the Coordinator and Chair of Common Services Management Team (CSMT) in drafting the annual workplan of the CSMT and supporting implementation of the Common Services (CS) annual work plan. - Follows up with service providers and budget section in coordinating rate card preparation and performance reports. - Provides secretariat services for Common Services Board (CSB) and prepares reports, drafts presentations and Minutes. - Provides Secretariat support to CSMT meetings, organizes and attends CS working groups and sub-committees’ meetings and interacts with CSMT members as appropriate. - Follows-up with all concerned for timely actions. - Coordinates staffing totals from UN System offices in Kenya and information on Service Level Agreement (SLAs) requested for preparation of billing of Common Services. - Prepares inventory of existing information on Common Services. - Provides inputs for a wide range of common services documents, briefings and correspondence. - Maintains an organized document repository of all related common services documents, including databases of Common Services clients and related agreements. - Supports the Common Services Governance Framework (CSGF) in Nairobi. - Organizes regular coordination meetings with UN System offices present in Kenya. - Drafts the mid-year and annual reports and briefing notes as requested. - Maintains and updates UN Teamwork’s site and current Intranet for access to information on Common Services.
Supports monitoring and evaluation initiatives of performance and regular performance feedback: - Identifies constraints and delays to bring to the attention of the Coordinator, and the Director DAS/UNON. - Supports new, improved and mechanisms of common services with a view to keeping them aligned with the changing scope in Kenya and continued needs-based viability of common service provision to clients. - Maintains and provides information on the Common Services cost sharing arrangements. - Ensures easy access to information on the common services set up in Kenya. - Disseminates briefing notes on the same to other stakeholders on request. - Responds to queries from service providers and clients. - Responds to both the general and specific needs of each client group. - Responds to UN agencies, funds and programmes and service chiefs on Common Services. - Follows-up with relevant offices to ensure timely response to requests. - Replies to internal and external queries. - Identifies more efficient, effective ways of working.
Business Operations Strategy (BOS 2.0): - Supports implementation of the BOS 2.0 in Kenya.
Client Relationship Management. - Supports new business acquisition and client relationship management for UNON Core clients and Common Services clients. - Maintains database and up to date contact lists of the same, including follow up on actions/decisions from meetings. - Supports new and improved Common Services and the Common Services mechanisms with a view to keeping them aligned with the changing scope of Common Services in Kenya. - Maintains and provides information on the Common Services cost sharing arrangements. - Prepares Memorandum of Understanding (MOU) and Service Level Framework (SLFs) in coordination with respective service chiefs. - Maintains database of key clients’ portfolio, prepare pre- and post- meeting documentation and follow up on actions from meetings.
General Administration: - Performs administrative duties, which include requisitioning and payment confirmation of goods and services, physical space planning, asset management, identification of office technology needs, maintenance of equipment, software and systems. - Receipts, screens, logs and disseminates DAS UNON correspondences and documents. - Manages paper flow, including maintenance of organizational files. - Supports the organization, planning and coordination of the Office of the Director DAS meetings and workshops. - Participates in planning and scheduling of DAS UNON high profile visits (USGs, ASGs, delegates, auditors). - Coordinates with all DAS UNON service sections namely Human Resources, Budget and Finance, Information Communication and Technology, Support Services (Host Country, Commercial Operations, Facilities and Transportation Services, Stores, Mail, Pouch, Archiving) and liaises with internal team members. - Supports recruitment activities within the Office of the Director DAS. - Supports oversight and audit related matters when requested. - Promotes efficient communication within the office and with external contacts. - Identifies and resolves diverse issues/problems as they arise, and in consultation determine appropriate actions. - Performs any other duties as may be assigned.
Competencies - 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.
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.
Education Completion of High School Diploma or equivalent is required. Supplementary training in the field of project management and/or administration is desirable.
Candidates must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally administered test at Offices Away from Headquarters. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
Work Experience A minimum of ten years of progressively responsible work experience in programme assistance, administration or related area is required, five of which should be in the United Nations or comparable organization. Experience in working in a Front Office setting is required. Experience in working with UN Secretariat and Common System entities desirable. Experience in working with clients to facilitate Client Relationship Management desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Knowledge of another UN official language is an advantage.
"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 for this position may include a substantive assessment which will be followed by a competency-based interview.
Special Notice This is a temporary Job Opening. Appointment against this position is for a limited duration of 364 days and does not carry any expectancy, legal or otherwise, of renewal.
If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
The United Nations is Secretariat and is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for these positions. An impeccable record for integrity and professional ethical standards is essential.
Internal Applicants: When completing the form, 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.
An impeccable record for integrity and professional ethical standards is essential.
Staff members are subject to the authority of 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 online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online 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.
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.
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.