Jobs at United Nations Office at Nairobi (UNON)

Responsibilities
UN Recreation Centre:

• Responsible for HR related administrative support inclusive of but not limited to maintaining rosters of administrative staff and instructors, and documents related to instructors' contracts and monthly pay.
• Provide financial related administrative support to Commercial Operations Unit (COU) inclusive of but not limited to processing of United Nations Recreation Centre (UNRC) related payments in accordance with existing contracts; help in processing of monthly bills.
• Provide banking support; and handle petty cash. Produce basic monthly financial reports on revenue.
• Focal point for the client database management system. Responsible to ensure system is optimally operating, vendors meetings are regularly scheduled, and that new products and pricing is up to date.
• Assists the Chief, COU as focal point for customer service issues relating to the UNRC.
• Acts as focal point for transportation of UNRC reception staff including contract management, billing and any other performance issues. 
• Support the introduction and implementation of Event Management initiatives and activities at the UNRC not limited to provision of customer relations training in events management and periodic client satisfaction surveys for events management.

Procurement:

• Provide COU procurement related administrative support inclusive of but not limited to processing of Low Value Procurement (LVP) cases; creation of terms of reference for requisitions, raising of shopping carts in Umoja and assistance with bidders' conferences.
• Assist the COU supervisor in monitoring contract compliance and/or making contract amendments or adjustments to Not To Exceed (NTE) where necessary.
• Responsible for procurement for all COU consumables.
• Act as focal point for supplier VAT applications and for payment follow up. Will also act as focal point for delivery and receipt in conjunction with Property Management Unit (PMU).

Administrative Responsibilities:

• Provide support for archiving and updating of rules and regulations related to COU business areas.
• Acts as communication focal point relating to all COU business areas. Communication mechanisms include but are not limited to digital application development, loyalty programs, email broadcasts, posters, newsletters, management of all COU bulletin boards and surveys.
• Acts as a backup to the supervisor for authorization for commissary access, shift reports, and fuel station applications. 
• Works closely with the Finance Assistant to ensure all COU & UNRC expenses are captured on time each month for reconciliation.
• Acts as focal point for information on COU activities and extends professional customer service to all COU customers.
• Acts as special event focal point on behalf of COU. Is responsible for coordination of business development activities including but not limited to membership drives, event and Co-working spaces and increasing new customers.
• 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.
• Perform other duties as assigned.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The 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. 
• PLANING 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.
• 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.

Education

• Completion of high school diploma or equivalent is required. 
• Supplemental training in administration, finance and contract management or related area is desirable.

Work Experience

• A minimum of Seven (7) years of experience in administrative services, finance, procurement, accounting, or related area is required. The minimum year of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience with Enterprise Resource Planning (ERP) system is required.
• Experience with contract administration within the field of facilities management, commercial operations or construction is desirable.
• Experience with the requisitioning, procurement and payment process is desirable.
• Experience and knowledge in administrative functions including basic reporting, accountability mechanisms, office management, computer skills and familiarity with the MS office software is desirable.
• Experience in events management is desirable.
• One (1) year or more of experience 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 French or another official United Nations language is desirable. 

Deadline: Mar 5, 2024

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Position Overview:

• This position is located within the Spanish Translation and Text-Processing Unit, which is a part of the Translation and Editorial Section under the Division of Conference Services (DCS) at UNON. Reporting directly to the Chief of the Unit, the successful candidate will be entrusted with the following responsibilities:

Your Role Will Include (not limited to):

• Revises translations and/or original summary records dealing with a broad range of subjects dealt with by the United Nations, while meeting required workload standards and deadlines, and provides feedback that helps revises become autonomous, self-revising translators.
• Translates on a self-revising basis texts covering a broad range of subjects dealt with by the United Nations, particularly those subjects requiring experience and recognized proficiency, while meeting required workload standards and deadlines.
• Makes effective use of relevant language technologies and tools and assists the Chief in promoting their utilization.
• Identifies new terminology material, submits it for approval and contributes to the setting of terminology standards.
• Actively seeks to learn from feedback and develop own skills and knowledge relevant to the job, especially through self-study.
• Advises and assists translators and briefs them on procedures and practices, terminology and a broad range of subjects, as required.
• Coordinates the work of translators.
• Assigns individual tasks and supports the Chief with programming long-term work, if required.
• Performs quality control of externally produced translations and contributes to the establishment of quality control criteria and procedures.
• Acts as First Reporting Officer, if required.
• Performs other related duties as required.

Do You Fulfill the Fundamental Requirements?

Education:

• A first-level degree from a university or an institution of equivalent status is required.
• Candidates for this position MUST have passed the combined United Nations Language Competitive Examination for Translators/Précis-writers, Editors, Verbatim Reporters and Copy Preparers/Proofreaders/ Production Editors in the relevant language or any United Nations language competitive examination in the Spanish language held before 2017.

Work Experience:

• A minimum of five (5) years of progressive responsible experience in translation, précis-writing, editing, self- revision, verbatim reporting, copy preparing, proofreading or production editing is required.
• Experience in the use of standard computer-assisted-translation (CAT) tools is required.
• Experience using United Nations or similar international organization terminology databases and word-processing programmes is required.
• At least three (3) years of experience in translating on a self-revision basis in the United Nations or a similar international organization 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 United Nations language is desirable.

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• The Human Resource Management Service (HRMS) provides high quality, efficient and effective Human resource services to UNEP, UN-HABITAT and other UN clients with a view to contributing to the attainment of their programme goals.
• HRMS also incorporates the UN Joint Medical Service, which provides a range of medical expertise for UN clients throughout Kenya. The service covers the full suite of recruitment, classification, contractual management, staff administration, and training services.

Your Role Will Include (not limited to):

• Daily responsibilities will depend on the individual's background, the intern's assigned office as well as the internship period.

Under the direct supervision of the delegated team members, the intern will:

User Research:

• Support with conducting various research through interviews, surveys, and usability testing to gather insights.
• Conduct qualitative and quantitative research to uncover user needs, preferences, and pain points.
• Collaborate in analyzing data and present findings to inform design decisions.
• Evaluate, extract and transfer legacy data from current systems to the new system and ensure that data is sitting correctly.

UX Design:

• Translate research insights into actionable design solutions that enhance user experience and engagement.
• Create wireframes, prototypes, and user flows to visualize and communicate design concepts.
• Collaborate with cross-functional teams including project team, developers to ensure seamless implementation.

Usability Testing:

• Support with planning and conducting usability testing sessions to evaluate the effectiveness of design solutions.
• Collect feedback from users and iterate on designs to improve usability and accessibility.

Collaboration & Communication:

• Work closely with the project team and stakeholders to align on project goals, timelines, and deliverables.
• Assist in presenting design concepts and research findings to internal teams and external clients, articulating the rationale behind design decisions.

Continuous Learning & Innovation:

• Stay up to date with industry trends, emerging technologies, and best practices in UX design and research.
• Contribute to the evolution of our design system and process, driving innovation and excellence in user experience.

Administrative functions:

• Provide support with the preparation, delivery, and follow up on different activities (e.g. memos, contracts, official documents, communication or others).
• Upload and arrange all documents.
• Participate in designing and improving archives and records keeping.
• Provide support and analysis on survey initiatives.
• Provide administrative support during meetings and workshops.
• Perform other duties as assigned.

Do You Fulfill the Fundamental Requirements?

Applicants must at the time of application meet one of the following requirements:

• Be enrolled in a graduate school programme (second university degree or equivalent, or higher).
• Be enrolled in the final academic year of a first university degree program (minimum Bachelor's level or equivalent).
• Have graduated with Bachelor's degree, Masters, PhD or equivalent.
• Be computer literate in standard software applications (Microsoft Office Suite).
• Have demonstrated a keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter.
• Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes a willingness to try and understand and be tolerant of differing opinions and views.

Preferred areas of studies:

• Bachelor’s degree in Information Technology, UX/UI Design, communication, or any other related studies.
• Applicants to the UN Internship Programme are not required to have professional work experience. However, a field of study or experience closely related to the responsibilities is required.
• Applicants must be a student in the final year of the first degree or post graduate or have completed a Bachelor’s or post degree. Do you meet any of the above criteria? If yes, please indicate which one and attach proof to the application. Please note that you will have to provide an official certificate at a later stage.

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 United Nations language is desirable.

Deadline: Feb 8, 2024