Hot Openings at United Nations Office at Nairobi (UNON)

Responsibilities

• Addresses client concerns and complaints, participates in meetings with clients. Holds regular progress meetings with Focal points. Carries out periodic reviews, identifies issues and initiates requisite follow-up actions. Prepares briefs and background documentation prior to meeting. Documents main decisions/actions agreed at meeting and follows up till resolved. Attends UNON Division of Administrative Services (DAS) CRM related meetings to ensure coherence and coordination between the Unit and CRM function in UNON DAS. Supports the Chief, HCSU by preparing relevant reports and presentations for the Common Services Management Team (CSMT).
• Leads development of the Customer Relationship Management (CRM) documents repository. Ensures that individual client related information/documentation is always updated in the repository. Maintains mailing list for client agency focal points and ensures regular updates of client focal point information in CRM repository. Prepares periodic ageing reports for the Chief, HCSU, on applications processed. Keeps track of complaints received and common queries and establishes a Frequently Asked Questions database.
• Keeps track of incoming and outgoing correspondence for the Unit and ensures that all communication is easily retrieved when required. Supports development and production of communication products/services, brochures, newsletters, and other materials and provides specialized assistance in the production and delivery of information communications products and services. Publishes articles approved by the Unit Chief on UNON DAS and the UNON DAS HCSU SharePoint sites on a regular basis. Drafts broadcasts to clients to update them on current issues as required. Prepares draft briefing notes, talking points and presentations for the Chief of Unit. Records and maintains meeting minutes and follows up on action points.
• Supports continuous training to staff members in the unit as required, and guidance in client orientation. Provides induction orientation and briefing to new staff members, officers at the UN-GoK Service Centre, and interns.
• Leads annual services surveys, analysis of clients’ responses and supports related workplan development and feedback to clients.
• Collects and analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning and decision-making by the Unit Chief.
• Performs other duties as assigned by the Chief of Unit.

Competencies

• PROFESSIONALISM: A practical understanding of the Host Country Agreement (HCA) of 1975 between the Government of Kenya and the UN. Ability to correctly apply legal provisions of the HCA. 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.
• 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.
• 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. Supplementary training in Customer Relationship Management 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 ten (10) years of relevant and progressively responsible working experience in an international organization/diplomatic mission is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• At least five (5) years of hands-on experience in the administration of privileges and immunities of international/diplomatic organizations in Kenya is required.
• Experience in supervising a group of at least ten (10) mid-level subordinates is required.
• Knowledge of UN policies, procedures and operations related to the administration of privileges is desirable.
• Proficiency in the use of desktop publishing software 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 post advertised, fluency in English and Swahili is required. Knowledge of another official United Nations language is desirable.

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Responsibilities
Records Management:

• Executes the records management function of the Unit (paper and digital) to support the day-to-day operations.
• Sorts and files all relevant documents according to the established filing system structure and ensures that retention schedules are observed.
• Jointly with the Senior Liaison Assistant, keeps track of all incoming and outgoing correspondence (notes verbale, letters, memos, meeting minutes, etc.) and stores related metadata for easy retrieval and reference.
• Stores all documentation in designated places, secures important documents, deals with all requests for access to files, keeps a log of the movement of documents.
• Creates new files, updates existing records with new information when required.
• Follows policies and confidentiality dictations to safeguard data and information.

Departure Procedures:

• Ensures that all exit procedures for staff members leaving the organization are promptly and efficiently carried out.
• Liaises with the Senior Liaison Assistant to keep track of staff members whose tour of duty has ended, monitors clearance requests on the iNeed portal.
• Ensures that the following exit procedures are completed (return of diplomatic identity cards and red number plates, processing of Pro1C where necessary, transfer of TIMS account to exiting staff member, de-registration in the IPMIS platform and cancellation of work permit exemption where necessary).
• Follows up the completion of 2) above with HCSU protocol assistants and informs supervisor to clear the staff.

Archiving:

• Arranges for the periodical transfers of scheduled records to the CSS Central Archives Unit and oversees the digitization of documents/files.
• Assembles records/files and creates electronic file lists in preparation for records transfer.
• Liaises with the UNON Archives Sub-Unit to ensure the completeness and accuracy of transferred documentation.
• Prepares a digitization plan to convert all manual documents to digital format for the Chief of Unit.

Reporting:

• 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.
• Prepares data sets upon request; responds to queries/requests and maintains/updates web pages.
• Prepares proposal for automating the process of data extraction, data cleansing and consolidation for the generation of billing statistics.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as assigned by the Chief of Unit.

Competencies

• PROFESSIONALISM: Shows pride in work and in achievements. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
• 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.
• 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 technical or vocational certificate in Records and Information Management is required.

Work Experience

• A minimum of seven years of relevant and progressively responsible working experience in an international /diplomatic organization is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Direct experience with, or exposure to, the administration of privileges and immunities of international/diplomatic organizations in Kenya is required.
• Formal training in Records and Information Management is required.
• Experience designing and deploying self-service analytics and reports in data visualization applications (MS Power BI or similar) is required.
• Knowledge of UN policies, procedures, and operations is desirable.
• 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 United Nations language is desirable.

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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.