Team Assistant at United Nations Office at Nairobi (UNON)

Responsibilities

• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings. Upon request, generates reports, work orders, service requests (SRs), etc., using Unite iNeed system. Responds to moderately complex information requests and inquiries, creates iNeed service requests (SRs) as appropriate and assigns inquiries to appropriate HRMS personnel for further processing.
• Performs a wide range of office support and administrative functions.
• Drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. Monitors processes and schedules related to the unit's outputs, products, tasks, etc.; assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with requirements UN Rules and Regulations, Administrative Instructions, Information Circulars, SG Bulletins, UN correspondence manual, verbal and written instructions from the supervisor, established procedures/guidelines.
• The incumbent is expected to exercise sound judgement on the best way to complete a task. He/she may propose internal guidelines.
•  Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on pending actions.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services and pouch dispatch, etc.
• Performs general administrative tasks e.g., arrangements for meetings and other events, reservations, follow-up, to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, authorizations, 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.
• Reviews staff members' time and attendance as needed.
• Prepares and issues certified pay slips for staff upon request, coordinates UNFCU external payment requests and Letters of Attestation.
• Assists in providing software and office equipment support.
• Performs any other duties as may be required.

Competencies

• PROFESSIONALISM: Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps; 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 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.

Work Experience

• A minimum of three (3) years of progressively responsible work experience in general office support is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. 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 English is required. Knowledge of another official UN languages is desirable.