Staff Assistant Job at the Office of Administration of Justice – UN Jobs

United Nations Jobs, UN Jobs,

• Job Opening ID: 234885
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : General Service and Related Categories, G-5
• Duty Station : NAIROBI
• Department/Office : Office of Administration of Justice
• Date Posted : Jun 11, 2024
• Deadline : Jul 10, 2024

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Org. Setting and Reporting

The Office of Administration of Justice is an independent office responsible for the overall coordination of the formal system of administration of justice and contributing to its functioning in a fair, transparent, and efficient manner. T

he Registry of the United Nations Dispute Tribunal (UNDT) is part of the independent Office of Administration of Justice (OAJ) and supports the UNDT seat in Nairobi. The UNDT is the first instance tribunal of the internal justice system which hears and decides cases filed by or on behalf of current and former staff members appealing administrative decisions. The UNDT conducts hearings, issues orders, and renders binding judgments.

This position is located in the Registry of the United Nations Dispute Tribunal (UNDT) in Nairobi. Within delegated authority, the incumbent will report to the Registrar in Nairobi as the First Reporting Officer and to the Principal Registrar as the Second Reporting Officer. Within the limits of the delegated authority, the Staff Assistant will be responsible for the following duties:

Responsibilities

• Performs, under minimal supervision, the full range of office management and administrative support functions in the Registry.
• Maintains liaison with the OAJ Executive Office and with officials in other units regarding on- going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in the preparation of reports.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required.
• Attends meetings, prepares minutes and monitors follow-up activities.
• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence to format, grammar, punctuation and style.
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Assists in the preparation of presentation materials using appropriate technology/software.
• May provide some specialized support to the unit (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative and procurement tasks in UMOJA and other systems for the work unit (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Assists 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; – Assists with visualizations and updating information material such as web pages or brochures; – Performs other duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

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 a high school diploma or equivalent is required.
• Supplemental training in paralegal, administration or related area is desirable.

Work Experience

• A minimum of five (5) years of progressively experience in general office support or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level University degree.
• Three (3) years of working experience in the UN system or similar international organization is desirable. Experience in legal/paralegal work is desirable.
• Experience using Umoja or another Enterprise Resource Planning (ERP) system is desirable.
• Work experience of one (1) year or more in data analytics or related area is desirable.

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 official United Nations 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 will be followed by competency-based interview.

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