Administrative Assistant, Office of the Regional Ombudsman, Nairobi

Administrative Assistant, Office of the Regional Ombudsman, Nairobi
 
    Closing Date: Wednesday, 04 August 2010
                 
    Job Title:                       ADMINISTRATIVE ASSISTANT, G6
    Department/ Office:       OFFICE OF THE OMBUDSMAN
    Duty Station:                 NAIROBI
    Posting Period:              5 July 2010-4 August 2010
    Job Opening number:    10-ADM-OFFICE OF THE OMBUDSMAN-15879-R-NAIROBI

        United Nations Core Values: Integrity, Professionalism, Respect for Diversity
   
    Organizational Setting and Reporting
         This position is located in the Office of the Regional Ombudsman based in Nairobi. The incumbent reports directly to the Regional Ombudsman.
   
    Responsibilities
Under the general authority of the Regional Ombudsman, the Administrative Assistant will be responsible for the following duties:
1. Research:
    * Select data, documents and other related information and organize the material as required by the Regional Ombudsman;
    * Assist in the preparation of a variety of reports, presentations, tables, lists, statistics and diagrams.
      2. Information Management:
    * Do the intake of new cases and log relevant information in the database;
    * Establish and maintain the filing system and reference unit of the Branch;
    * Set up the spreadsheets and database files and keep them up-to-date;
    * Interact with Headquarters to ensure the consistency of data;
    * Play a key role in preserving the confidentiality of all information exchanged and archived by the Branch.
      3. Finance and Budget:
    * Assist in the preparation and review of financial resource proposals/requirements. Consolidate budget/work programme with respect to Headquarters' budget;
    * Monitor expenditures and compare with approved budget; prepare adjustment if necessary.
      4. Administrative support:
    * Maintain the calendar, travel plan and schedule of appointment of the Regional Ombudsman;
    * Draft routine correspondence to respond to inquiries in respect to relevant administrative and personal matters;
    * Record changes on personnel actions with administrative services;
    * Provide information and advice to the Ombudsman regarding entitlements and administrative procedures.
      5. Perform other related administrative duties as required.
 
    Competencies
        *Professionalism: Knowledge of the United Nations system, staff rules and regulations, as well as administrative policies and practices. Ability to maintain accurate records. Ability to act in a confidential, impartial and independent manner.
    * Integrity: Demonstrates the values of the Organisation in daily activities and behavior; upholds the highest level of confidentiality, sensitivity and tact.
    * Client Orientation: Establishes and maintains productive partnerships with clients by gaining their trust and respect. Remains calm in difficult situations.
    * Planning and Organizing: Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner.
  
    Core Values
        Core Values: Integrity, Professionalism and Respect for Diversity
   
    Education
        Completion of secondary education is required. Experience in administration desirable.
   
    Work Experience
        Six years of experience in administration and office management, including providing management assistance to senior UN officials. Experience in field mission and/or funds and programmes is desirable.
   
    Languages
        English and French are the working languages of the United Nations. Fluency in written and spoken English is required. Knowledge of an additional UN language is an asset.
   
    United Nations Considerations
        The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
   
    Special Notice
        Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
   
    No Fee
        THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

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