Job Title: ADMINISTRATIVE ASSISTANT, G7
Department/ Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Job Opening number: 13-ADM-UNON-29311-R-NAIROBI (R)
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). This post is located in the United Nations Office at Nairobi, Support Services Service, Facilities Management and Transportation Section, (FMTS) at the Nairobi duty station.
Responsibilities
Under the direct supervision of the Chief FMTS and, Deputy Chief FMTS the incumbent will be responsible for the coordination, monitoring and follow-up of all procurement, budget, financial and programme management issues for FMTS. Specifically, the incumbent will:
1. Procurement: Prepare, review and follow up on the Procurement Plan of the Section; Coordinate contract management across the Section ensuring timely vendor contract renewals, extensions, preparation of vendor performance evaluations and tender exercises; Process requisitions for goods and services; Represent the Section as the procurement focal point in bid evaluations and the compiling of bid evaluation reports; Ensure timely delivery of goods and services; Act as low value requisition focal point.
2. Budget and Finance: Monitor the status of project accounts and liaise with Budget and Financial Management Service to ensure appropriate allocation and utilization of funds; Consolidate and monitor the various FMTS budgets and advise supervisors accordingly; Take the lead in and ensure the timely processing and following up on all vendor payments; Assist in the preparation of financial reports and proposals and take the lead in the consolidation of inputs for FTMS result based budgeting reports;
3. Human Resources: Act as the human resources focal point for the Section; Initiate, review, process and follow-up on all human resources requirements of the Section, in liaison with the office of the Chief, SSS and Human Resource Management Services/UNON; Coordinate and follow up to ensure the timely completion of all staff performance reviews; Respond to enquiries, provide information and assist staff regarding administrative procedures, processes and practices, conditions of service, duties, responsibilities and entitlements under the staff rules and regulations; Guide the work of junior administrative staff.
4. Programme Administration: Maintain databases with statistical information and data related to the work of the Section; Maintain and update FMTS projects and their time-tables; Coordinate with relevant partners and clients on matters related to the substance and technical work of the Section; Coordinate physical space requirements, relevant office technology as well as maintenance of equipment.
5. Other duties: Support and assist with the arrangement of special events any other duties as assigned by the Supervisors.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, budget/work programme, human resources, database management; 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; 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; Tailors language, tone, style and format to match audience; 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 and 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.
Education
Completion of secondary education or equivalent is required. Additional technical training in business administration or other related field is highly desirable.
Work Experience
A minimum of ten years of progressively responsible experience in administration (finance, human resources, procurement, general administration, programme or project administration) or related field.
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. Working knowledge of another UN language is desirable.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
Special Notice
Appointment against this post is for a limited duration (one year) and does not carry any expectancy, legal or otherwise, of renewal. 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.
1. 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.
2. 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
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.
How to Apply:
https://inspira.un.org/psc/UNCAREERS/EMPLOYEE/HRMS/c/UN_CUSTOMIZATIONS.UN_JOB_DETAIL.GBL?Page=UN_JOB_DETAIL&Action=A&JobOpeningId=29311
Deadline: 30/08/2013.
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