TEAM ASSISTANT

Overview

Provide comprehensive administrative and support services for the team.

You have:

• Completion of high school diploma or equivalent is required.
• Supplementary courses or training in Business Administration or a related field is desirable.
• Fluency in oral and written English is required.
• Experience in general office administration and related areas is required (minimum of three years).
• Experience using Enterprise Resource Planning (ERP) systems is required.
• Experience working with vendors and clients in corporate, local NGO or International organization is desirable.
• 1 year or more of experience in data analytics or related area is desirable.
• Knowledge of another official United Nations language is desirable.

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 1,372 USD.

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.

Org. Setting and Reporting The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the respective office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This position is located at the Nairobi duty station in Central Support Services, Facilities Management and Transportation Section (CSS/FMTS), Division of Administrative Services (DAS). Under the supervision of the Senior Administrative Assistant and Section or Unit Chief, the incumbent is responsible for the following duties:

Responsibilities - Performs a wide range of office support and administrative functions, supporting the business/ section supervisors responsible for common services, including but not limited to transport services with contract/ client services related matters. - Responds or drafts responses to routine correspondence and other communications; uses standard word/ excel processing package to produce a wide variety of large, complex documents and reports, including but not limited to preparing terms of reference, participating in and preparing technical evaluation reports, etc. - Performs general administrative tasks related to contracts (e.g. arrangements for meetings and other events, reservations, inter section follow-up including budget/ contracts/ procurement/ payments, etc.), including preparing and/or processing administrative requests/documents (e.g. purchase requisitions, purchase orders, contracts, expenditure/ budget authorizations, etc.), as/ where relevant using the UN ERP (Enterprise Resource Planning) and other systems. - Supports business/ section supervisors to verify vendor invoices for common services, including but not limited to transport related vendor payments, ensuring the timeliness of end to end payments process (e.g. follow up on contract/ budget availability, raising of documents to verify services/ facilitate payments processing, provision of data for billing and cost recovery purposes), as/ where relevant using the UN ERP and other systems. - Generates a variety of standard statistical and other status reports for internal monitoring and inter section distribution for billing and cost recovery purposes, including but not limited to transport operations, etc., using various databases including UN ERP and other systems. - Monitors processes and schedules related to unit’s outputs, tasks, etc.; where applicable assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant financial and other requirements. - Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/ conferences etc. - Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards and format. - Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling. - Provides secretarial, administrative and logistics support to meetings, conferences, where the business/ section may be responsible for providing client support, transport services, etc. - Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. - 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 extract functions. - Reviews, records, distributes and/or processes mail and other documents; follows up on impending 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 arrangement, courier services, etc. - Updates and maintains files (both paper and electronic) related to contracts/ vendor/ client related common services, including but not limited to transport services e.g. purchase requisitions/ purchase orders/ budgets/ payments for section/ work unit. - Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc. - Performs other duties as assigned by the supervisor such as, but not limited to covering for absent colleagues, attending meetings and assisting on other administrative related matters.

Competencies PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures; knowledge of UN ERP systems more specifically SRM (Supplier Relationship Management) and ECC (Enterprise Central Component), including purchasing, contracts and payments related functionalities; 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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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 courses or training in in Business Administration or a 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 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 a written assessment and/or interview.

Work Experience A minimum of three years working experience in general office administration and related areas is required. The minimum years of relevant experience is reduced to by two years for candidates who possess a first level University degree.

Experience in using Enterprise Resource Planning (ERP) systems is required

Experience working with vendors and clients in cooperate, local NGO or International organization is desirable

1 year or more of experience in data analytics or related area 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 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 position is for an initial period of one year and may be subject to extension. The 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 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.

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. 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.

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.

Potential interview questions