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. If an external candidate is selected, his/her appointment will be subject to a passing grade on the relevant entry-level examination at the duty station. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.
VACANCY NOTICE NO.:
Administrative Assistant (Several posts)
04 June 2009
DUTIES AND RESPONSIBILITIES
This post is located in The Headquarter Field Office of United Nations Support Office for AMISOM (UNSOA), Nairobi. Administrative Assistants at this level will report either directly to the Head of Section and/or Deputy Head of Section, to the Head of a Division or report to Senior Administrative Assistant or Officer. The incumbent may also provide general office and administrative support to other senior officers.
- Perform, under minimal supervision, the full range of office management and administrative support functions.
- Ensure smooth and efficient information flow within the unit; prepare and process confidential information; assist in the development of office administrative systems and procedures.
- Research, compile and summarize background materials for use in preparation of reports, briefs, speeches and provide assistance in the coordination of meetings, training, special projects and other events.
- Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required.
- Attend meetings, prepare minutes, monitor and follow-up activities.
- Respond or draft responses to a wide range of correspondence and other communication and produce a wide variety of large, complex documents and reports.
- Generate a variety of standard and non-standard statistical and other reports from various databases and assist in the preparation of presentation materials using appropriate technology/software maintain files both paper and electronic.
- Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Manages; updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
10. Performs a variety of administrative duties (e.g. leave recording, record attendance of section staff and make travel arrangements for staff).
Professionalism: Substantive experience/knowledge of the UN systems, staff rules and regulations as well as administrative policies and practices. Ability to manage processes, maintains accurate records, interpret/analyze a wide variety of data. Show pride in work and in achievements; demonstrate professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; show persistence when faced with difficult problems or challenges.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; 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.
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.
Completion of secondary school education is required. Additional training in office administration/secretarial or other relevant field is an advantage.
Five years of working experience in secretarial field and/or office administration. Experience in human resources management is desirable.
English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working Knowledge of French is desirable.
Good computer skills and working knowledge of MS Office software, databases and Lotus Notes required.
All applications should be submitted to:
The Chief, Recruitment and Classification Section,
Human Resources Management Service, UNON
P.O BOX 67578
- Index Number (for UN staff members)
- Vacancy Notice Number - UNSOA-09-01 (Applications without correct Vacancy number will not be considered).
- Functional title of the post
- Attach an updated fact-sheet, and a copy of the last two performance appraisals.
Applications received after the deadline will not be considered.