Career Opportunities at United Nations Office at Nairobi (UNON)

Responsibilities

• Assist in processing vacancy announcements.
• Participates in the selection of candidates for secretarial, clerical and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates.
• Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements
• Assists in the recruitment of consultants and individual contracts, including posting of job openings, review and placement of consultants and individual contractors.
• Reviews and processes personnel actions through the Enterprise Resource Planning (ERP) systems (known as Umoja in the UN).
• Assist on local outreach initiatives to attract potential talent e.g., university career fairs, online webinars, social media platforms like LinkedIn, etc.
• Assist on local head-hunting initiatives to attract potential talent to apply for advertised vacancies.
• Assist in the building and maintenance of rosters for pre-qualified candidates across critical Job families for ease of recruitment during surge or urgent recruitments.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; sets up and maintains files/ records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to queries concerning HR related matters.
• Assists in the organization and conducts of training courses and workshops
• Performs other related duties as required.

Competencies

• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Completion of High school diploma or equivalent is required. Supplemental training in human resources, administration or related area is required.
• 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. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Work Experience

• A minimum of five (5) years of progressive work experience in human resources,
• administration or related field is required out of which 1 year should be in recruitment. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience in the use of recruitment tools like PeopleSoft or Inspira is desirable.
• Experience in using Enterprise Resource Planning (ERP) systems such as SAP 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 oral and written English is required. Knowledge of another official United Nations language is desirable.

Deadline: 12 July 2023

go to method of application »

Responsibilities

• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
• Identifies and recommends sources of procurement; interview potential suppliers.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
• Prepares and submits LCC and HCC presentations.
• Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
• 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.
• Signs procurement orders up to the authorized limit.
• Drafts a variety of correspondence.
• Supervises and assigns and reviews the work of more junior staff.
• Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and 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. 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.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

• Completion of High school diploma or equivalent is required. Additional qualifications in procurement or related field is desirable.
• 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Job - Specific Qualification

• A certificate in Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is desirable.
• Supplementary courses or additional training in procurement functions is desirable.

Work Experience

• A minimum of ten (10) years of progressively responsible work experience in procurement or related area with at least three (3) years of direct firsthand procurement experience on acquisition of strategic, high-value and of complex scope of goods and services from worldwide sources and for diversified clients in multiple countries is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience in managing procurement in support of a development programme with multiple thematic areas is desirable.
• Experience in managing procurement in support of public, private or non-governmental entities that have national, regional or international operations is desirable.
• Working knowledge and experience in Enterprise Resource Planning (ERP) system 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 this position advertised, fluency in oral and written English is required. Working knowledge of another UN language is desirable.

Deadline: 19th June 2023

go to method of application »

Responsibilities

• Provides information to staff members and delegations on entitlements, policy and procedures on official travel, removal of personal effects arrangements in accordance with governing rules and regulations.
• Review travel and shipment requests in Umoja to ensure conformity with applicable rules.
• Calculates airfares and constructs itineraries for staff and dependents, delegations and non-staff (consultants, meeting participants and contractors) traveling on official business in line with the most economical and direct route.
• Liaises with contracted travel agency on complex itineraries and issuance of tickets.
• Approves travel and shipment authorizations including amendments.
• Calculates and records lump-sum entitlements.
• Request and record refunds in Umoja.
• Perform partial and complete cancellation of Travel Requests in Umoja, if applicable.
• Process expense reports that are routed to travel unit in accordance with rules and regulations.
• Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices.
• Provides Umoja support on travel related issues to staff members.
• 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.
• Performs ad-hoc duties 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.
• 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.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Completion of high school diploma or equivalent is required.
• 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. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Job - Specific Qualification

• Specialized Travel Agent training (such as IATA certification or equivalent) is required.

Work Experience

• A minimum of five (5) years of progressively responsible experience in travel administration, travel rate construction, routing, and travel reimbursement, 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.
• Working experience in the ERP System, Systems Applications and Products (SAP) is required.
• Three (3) years of working experience in the UN system or similar international organization is desirable.
• Experience arranging travel for large group of meeting participants is desirable.
• 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 position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Deadline: 19th June 2023

go to method of application »

Responsibilities
Planning and organization of meetings:

• Receives and verifies parameters and amend Meetings Requests forms from the requesting offices.
• Advises clients on optimal requirements keeping in mind cost and meeting room utilization efficiency and proposes alternative arrangements when original requirements cannot be met.
• Allocates and books available conference rooms for dates specified keeping in mind cost and meeting room utilization efficiency.
• Responsible for updating meeting requests records in gMeets, aiming at producing accurate and credible schedules, lists of requirements and room utilization and other reports.
• Electronically circulates the requests and lists of requirements to Translation and Editorial Section (TES), Interpretation Section (IS),
• Documents Control Unit (DCU) and Information Technology Unit (ITU) for their action as appropriate.
• Informs other relevant offices in the UN as well as contractors of requirements and services that require their attention or action.

Meetings servicing:

• Responsible for inputs, updates & amendment in gMeets of data on meetings servicing requirements; In consultation with superiors, responsible for meeting room allocation.
• Responsible for timely and accurate posting of daily meeting schedule in digital signage system.
• Responsible for meeting calendar data integrity and its timely posting to the UNON Web site.
• Prepares seating arrangements and name plates for meetings in accordance with meetings requirements and UN Seating protocol.
• Responsible for the verification of meeting needs and services (name plates, voting equipment, and other requirements), making sure they are in place before meetings starts.
• Checks that interpreters, technical services staff, messengers and report writers are available in the Room before meetings starts.
• Assist delegates to identify their seats and that all requirements are in place.
• Coordinates the distribution of meetings documents (in-session) to the interpreters and report writers.
• Obtains text of statements from members of delegations for distribution to the Report writers, interpreters.
• Distributes approved informal texts and conference room papers to delegations in accordance with relevant regulations and procedures.
• Maintain an accurate list of speakers and the countries they represent during the course of the debates.
• Prepares files containing the list of speakers, texts of statements and any other documents for the secretariat and the report writers.
• Trains and supervises short term meeting room clerks and other meeting services staff.

Billing, invoicing, room utilization statistics and other general office administration:

• Responsible for timely and accurately reporting on services rendered and consumables usage to the relevant unit in DCS for invoice processing.
• Aiming at reporting on meeting room utilization statistics, responsible for capturing accurate data of meetings serviced directly or collecting it from supervised short-term staff.
• Responsible for timely entering of captured statistical data into gMeets via the CS4 procedure.
• Produces room utilization statistical reports as requested for the division's reporting to the Committee on Conferences among others.
• 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.
• Performs other duties as may be assigned.

Competencies

• PROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures and practices; ability to research, select, organize and summarize information required for the preparation of meetings; 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.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Completion of High school diploma or equivalent is required. Additional training in conference services, proficiency in Microsoft office applications, emails and database management or related field is desirable.
• 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

• A minimum of five (5) years of relevant working experience in meetings planning, conference support, library work or related areas is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience in dealing with United Nations or other international organizations policies, procedures and practices relating to conferences and meeting services 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 this post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Deadline: 12th July 2023