Administrative Assistant Job at UN – Nairobi Office

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ADMINISTRATIVE ASSISTANT (Duration 6 months)

• Job Opening ID: 252881
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-5
• Duty Station : NAIROBI
• Department/Office : Department for General Assembly and Conference Management – DCS Nairobi
• Date Posted : Feb 14, 2025
• Deadline : Feb 20, 2025

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Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

The position is located in the Conference Support Section, Division of Conference Services. Under the supervision of the Team Leader (Digital Press). Within limits of delegated authority and depending on location, the incumbent will be responsible for the following duties:

Responsibilities

• 1. Review scanned publications for completeness, accuracy, and validity – Quality assurance; Locate and correct errors generated when publications were scanned and take corrective actions by editing the files or scanning them again. Communicate with relevant staff regarding the errors or any other issues related to the discrepancies to effect corrective measures.
• 2. Compile, summarize, enter and maintain data on all documentation reviewed; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of the supervisor.
• 3. Keep up to date on documents/reports/guidelines that have a bearing on matters related to the archival and accessibility of publications, ensuring compliance with recommendations and decisions as well as with United Nations policies and procedures.
• 4. Provides advice and guidance to other staff with respect to quality assurance processes, procedures and practices as well as to train other staff in the use of the guidelines to convert a publication into fully accessible and available.
• 5. Assists with the data entry of identified metadata as well as preparation of missing metadata to include to make publications more accessible and available. 6. Perform other duties as may be required.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions. Ability to apply knowledge of various United Nations administrative rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Monitors and adjusts plans and actions as necessary. Uses time efficiently. 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.

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 training in business administration, programme/project management or accounts is desirable.

Work Experience

• A minimum of five (5) years of progressively responsible experience in administration, ICT, programme/project management, accounts or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
• Experience using Microsoft Office/Office 365 (Outlook, SharePoint, PowerPoint, Excel) and SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent is required.
• Experience in using Adobe Acrobat Professional to make publications accessible and understanding of the basic principles of publications accessibility is desirable.
• One (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 this position advertised, fluency in English is required. Knowledge of another UN 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.

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