Staff Assistant at United Nations Office on Drugs and Crime (UNODC)

The temporary position is located in the Regional Office for Eastern Africa (ROEA) in Nairobi, Kenya, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Staff Assistant will work under the overall supervision of the UNODC Representative and under the direct supervision of the Programme Management Officer.

For more information on UNODC, please visit the website www.unodc.org

Responsibilities

The Staff Assistant will be responsible for the following duties:

• Provide administrative support to the Representative ensuring the smooth and efficient functioning of the Representative’s office.
• Assemble briefing materials and prepare various documents for the Representative.
• Support the Representative in managing his/her calendar and schedule of appointments and meetings.
• Arrange travel arrangements, including flights and hotel bookings, and other logistics such as organising transfers, conference access and badges, for the Representative and/or other Front Office staff as required, including following up on issuance and clearances for internal processes.
• Under the guidance of the Programme Management Officer (Programme Management and Analysis), undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office of the Representative.
• Administer and monitor the office leave plans and attendance system.
• Maintain organized the Representative’s contacts for easy access and reference.
• Facilitate the flow of information/communication between the Representative’s Office and pillars/global programmes within office.
• Review, prioritize and route correspondence to and from the Office of the Representative.
• Implement in a timely manner assigned tasks and keep the Representative abreast of progress.
• Review and draft routine correspondence, update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. and ensure completeness and correctness, for internal clearances and onward signature of the Representative’s signature.
• Respond and/or direct inquiries to the appropriate pillar/programme/project or staff for timely action and/or response.
• Create, maintain and update a filing system for staff records.
• Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Serve as Focal Point for administrative coordination, specifically for all HR related matters, but not limited, involving liaising with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Provide general office assistance; respond to information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Update and maintain the Field Office Staffing Information (FOSI) in the Programme and Financial Information Management System (ProFi) portal.
• Provide guidance/training to incoming consultants, individual contractors and junior staff.
• Perform other work-related duties as assigned.

Competencies

• Professionalism: Has knowledge of general office administration, administrative support including administrative policies, processes and procedures. Has knowledge of processes and procedures related to office management, programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Is able to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.
• Planning & 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

High school diploma or equivalent.

Work Experience

• A minimum of five years of experience in general office management/ administration, programme or project administration, technical cooperation or related area is required.
• Experience in working with an ERP system is required.
• Working experience in an international organization or the United Nations system is desirable.
• Experience in SAP/UMOJA (travel and requisitioning) is desirable.
• Experience in working with talent management systems (e.g. Inspira) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in French is desirable. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is temporarily available for five months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Other Skills and Requirements

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.