Administrative Assistant at United Nations Office at Nairobi (UNON)

Responsibilities

• Monitor the preparation and distribution of correspondence both within UNON and with UN client Agencies, Funds and Programmes and ensure all correspondence relating to Enterprise Risk Management (ERM) Business Continuity Planning (BCP) and Organizational Resilience Management System (ORMS) is correctly classified and immediately available.
• Coordinates with service/unit ERM and BCP focal points, liaises with focal points from UN agencies, funds and programmes as required. 
• Assist in monitoring the Enterprise Risk Management (ERM) and Business Continuity Management (BCM) projects implementation, by collecting and compiling information from administrative services, conference services and security services and other relevant sources.
• Provides assistance in support of implementation activities/processes for the UNON Evaluation Function.
• Maintain up to date files and repositories and assist in the maintenance of computerized databases of the unit and other related documentation.
• Assist in the management of assets and inventories and with the dispatch of emergency stock and equipment as required and implement all related administrative procedures.
• Perform administrative functions and transactions in Umoja and monitor status as required.
• Assist in the organization and preparation of ORMS training, functional tests and simulation exercises and in collating and presenting data and results. . Take notes and draft meeting minutes and executive summaries, draft routine correspondence.
• Provides assistance in support of activities related to crisis management team activation.
• Perform other related duties and provide general administrative support to the Office of the Director of Administration, as required.

Competencies

• PROFESSIONALISM: Knowledge of travel related processing requirements. Ability to recognize and act in the face of conflicting priorities. 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.
• 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.
• 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 high school diploma or equivalent is required. Supplementary training in administration, office management, project management or related field is required.

Work Experience

• A minimum of five (5) years of progressively responsible experience in administration, or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree. At least one (1) year work experience in the United Nations system or similar Organization is desirable. Experience with business continuity planning, emergency support or risk management is desirable. 1 year or more of experience in data analytics or related area is desirable.

Deadline : Mar 6, 2024