Team Assistant (6 Months) at United Nations Office at Nairobi (UNON)

Responsibilities

COMMISSARY

• Receive and review applications for access to the UN Commissary and ensure they are in line with rules and regulations governing the access.
• Process new and renewal applications, forward for approval.
• Receive and inspect all incoming containers when required.
• Follow a checklist to ensure goods received comply with the host country agreement list of approved categories of goods and ensure that no tampering has taken place.
• Process access to the Commissary for the UN Gigiri conference delegates as required.

FUEL STATION

• Receive and review applications for fuel Radio Frequency Identification (RFID) tags and ensure that they are in line with rules and regulations governing issuance of such cards for the UN fuel station. Process the paperwork, and fuel applications using the Fuel Integrated Management System. File documents.
• Handle customer queries and complaints in a timely manner by email, letter, telephone. Escalate problems, sensitive issues or concerns to the supervisor.
• Receive and inspect fuel deliveries with the assistance of the Fuel Station Manager.
• Check container seals and dip readings and sign off on the delivery note. Forward the delivery documents to the COU finance assistant for processing. Report on queries or where you suspect fuel contamination to supervisor.

UN EVENTS AND WELLNESS CENTER (UNEWC)

• Answer customer queries and/or forward the query to the appropriate UNEWC staff to handle more complex client requests.

COU ADMINISTRATION

• Maintain and efficient filing system for COU activities and ensure documents are filed on a daily basis.
• Respond to client inquiries by email and phone.
• Provide information to clients when approached on how to participate or apply for COU services.
• Handle incoming and outgoing mail, distribution of documents. • Order consumables for COU - e.g., office supplies.
• Maintain the unit’s leave records.
• Perform weekly restaurant check list.
• Book COU official visitors.
• 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.
• Perform other duties as assigned by the supervisor including but not limited to covering for colleagues in the Unit during their absences.

Education

• Completion of High school diploma or equivalent is required. Supplementary qualifications in front office operations is desirable.

Work Experience

• A minimum of three (3) years progressively working experience in customer service and front desk operations is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level University degree.
• Experience in customer support using Enterprise Resource Planning (ERP) systems is required.
• Experience working with vendors and clients in cooperate, local NGO or International organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.