Administrative Assistant, Nairobi

Administrative Assistant, Nairobi
Closing Date: Sunday, 03 October 2010
Job Title
ADMINISTRATIVE ASSISTANT, G5

Department/ Office
PUBLISHING SERVICE
Duty Station
NAIROBI
Posting Period
3 September 2010-3 October 2010
Job Opening number
10-ADM-unon dcs ps-16313-R-NAIROBI

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support 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). The post is located in the UNON, Division of Conference Service (DCS), Planning and Coordination Section (PCS), at the Nairobi duty Station.

Responsibilities
Under the general supervision of the Chief of the Section (PCS) the incumbent will perform the following duties:

1. Design data collection forms, compile data of all meetings and follow up the data on conference services programmes set up; Ensure all forms are completed after each meeting; Maintain a file for all statistical forms and avail to member for updates; Assist in collecting data,
consolidate the data and enter in the systems, follow-up and ensure all data is entered daily; Review the entries on the systems, report anomalies and ensures the observation are promptly acted upon.

2. Extract, analyze and consolidate meeting data and prepare draft periodic reports; Extract data from the systems periodically, analyze and consolidate them appropriately; Prepare meeting statistics; Compile statistics on number of assignment undertaken by each interpreter, by each language unit and by all interpreters; Draft final meeting statistical reports and assist in submitting of final report.

3. Assist reference and terminology services unit; Furnish answer, information and solution from translators; Conduct electronic research on database, internet or existing documents; Identify and provide language version of acronyms, quotations and background documents; Liaise with the main library relevant department to obtain specialized reference material and information; Scrutinize documents submitted for translation and incase of error inform the submitting officer; Liaise with documents control unit if a certain document should be given to translators for translation; Reference documents submitted to the unit.

4. Assist in preparation of draft cost estimates for planned meeting during peak periods; Assist in preparation of cost estimate as filled in the Meetings Requests Form; Assist in preparation of draft Memorandum of Agreements, Service Level Agreement; Notify essential conference related service providers about meeting taking place in Nairobi; Assist in preparation of meetings to be held.

5. Perform other related duties as assigned.

Competencies
Professionalism: Ability to perform a broad range of administrative functions; 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; 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.

Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Demonstrates openness in sharing information and keeping people informed.

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.

Planning & Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Education
Completion of secondary education or equivalent. Supplemental course in office administration or secretarial training is desirable.

Work Experience
A minimum of five years of progressive responsible experience in administrative services, finance, human resources or related areas.

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 United Nations Officials language is an advantage.

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