Administrative Assistant Jobs at UN – Multiple positions

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Administrative Assistant, G4 (UN Kenya Common Roster – Multiple positions)

• Job Opening ID: 238432
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-4
• Duty Station : NAIROBI KEN – OTHER CITIES
• Department/Office : United Nations Office at Nairobi
• Date Posted : Jul 18, 2024
• Deadline : Sep 19, 2024

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Org. Setting and Reporting

IMPORTANT NOTICE:

1. RE-ADVERTISED: Those who previously applied DO NOT need to re-apply.

2. REVIEW OF APPLICANTS: Applications are reviewed on a 30-days cycle.

The United Nations Secretariat, Agencies, Funds and Programmes based in Kenya is recruiting the following position to fill and populate the UN Kenya Common Roster for Kenya-based UN Offices for General Service and National Officer positions.

Under the overall guidance of the Head of the specific Agency/Organization, this post may report to the Administrative Associate, Senior Administrative Assistant, or delegated supervisor of the respective entity. Within delegated authority, the Administrative Assistant works in close collaboration with staff in the respective office and other UN offices to ensure consistent service delivery.

Responsibilities

The position involves supporting standard administrative activities and processes requiring basic application of rules and procedures.

Main duties

• Compile and maintain records of transactions and office activities; Search office files and records relating to a variety of topics for information and reference; Select information and records in correspondence, technical papers, projects or program plans and general reference documents.
• Draft routine correspondence, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
• Verify receipt and inspection of deliverables and accurately report as required; classify and code material relating to a number of subject areas and maintain general office files.
• Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.
• Maintain, update and transmit inventory records of non-expendable equipment.
• Maintain and monitor stock levels of various supply items. Provides guidance to staff on general office processes and procedures, computer applications, etc.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Ensure requirements and background information used for data analysis are documented.
• Perform other duties as required.

Competencies

PROFESSIONALISM

• Knowledge of general office and administrative support including administrative policies, processes and procedures and 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 and motivated by professional rather than personal concerns.
• Shows persistence when faced with difficult problems or challenges and 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.

CLIENT ORIENTATION:

• Considers all those to whom services are provided to be “clients” and seek to see things from clients’ point of view.
• Establishes and maintains productive partnerships with clients by gaining their trust and respect.
• Identifies client’s 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 product or services to client.

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 the audience.
• Demonstrates openness in sharing information and keeping people informed.

Education

• Completion of Secondary education or equivalent is required.
• Bachelor’s degree in administration or human resources management is desirable.

Work Experience

• A minimum of four (4) years’ experience in general office support, administrative support and/or project management support functions for candidates who possess Secondary School certification is required. The minimum years of relevant experience is reduced to two (2) for candidates who possess a first-level university degree.
• Experience working with Microsoft Office applications is required. MS word or Word or Excel or Powerpoint or Access or Google Docs or G-Suite or Quickbooks or Computer packages or Computer applications or Google Suite or Computers.
• Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable.
• One (1) year of experience within the United Nations or similar international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

• Fluency in English is required and working knowledge of local language is an advantage.
• NOTE: ‘Fluency’ equals a rating of “fluent” in ALL FOUR (4) areas (read, write, speak, understand) and ‘Knowledge of’ equals a rating of “confident” in two of the four areas.

Assessment

• Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a Competency-Based Interview by phone or teleconference.

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