Job Openings at United Nations Office at Nairobi (UNON)

This position is located in Host Country Services Unit (HCSU) of Central Support Service, Division of Administrative Services, United Nations Office at Nairobi. Under the supervision of the Manager, HCSU, the incumbent will be responsible for the following duties:

Responsibilities

Assisting the field team in ensuring that there is a smooth flow of applications to the host government offices, as follows:

• Receiving and verifying applications for dispatch from the administrative assistants and ensuring that all required supporting documentation is attached;
• Confirming that the application owners are registered in the Ministry of Foreign Affairs Integrated Protocol Management Information System (IPMIS); and if not, carrying out the appropriate registration;
• Scanning and uploading the required documentation to the electronic HCSU IPMIS drive;
• Updating the status of cases in the HCSU Processmaker Application.

Assisting the liaison assistants in processing applications returning from host government offices by:

• Updating the status of cases in the HCSU Processmaker Application and in the manual registers;
• Submitting the applications to the team assistant for collection by clients;
• Recording all rejected applications and routing them to the appropriate administrative assistant for further processing.

Assisting the field team in ensuring the timely processing of the following applications for the organization and eligible internationally recruited staff members and their dependents:

• Notification of arrival documentation and the issuance of diplomatic identity cards and PIN numbers; issuance of re-entry passes and renewal of the same; duty free imports and purchase of duty free liquor and tobacco (official /staff members); issuance and renewal of interim and new Kenyan driving licenses; registration of new/second hand vehicles and transfer/disposal of used vehicles (official /staff members); VAT exemptions (official /staff members), issuance of red number plates, and airport passes;
• Tracking expiry dates of documents and visas and notify clients to initiate renewal action in good time.

Assisting the field team in:

• Maintaining the records of all vehicles, owners, number plates and logbooks, the transfer and disposal of vehicles, and in the generation of reliable reports and statistics;
• Preparing draft correspondence, note verbales, covering letters, and reports upon request.
• 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 any other related duties as may be assigned from time to time.

Competencies

• PROFESSIONALISM: Ability to undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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.
• 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.
• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

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.

Work Experience

• A minimum of three (3) years of relevant work experience in administrative services/office management in a diplomatic setting is required.
• Experience in at least two of the these areas; accreditation, duty-free, value added tax exemption, vehicle registration and driving license processing in a diplomatic setting is required.
• Experience working with e-government systems such as IPMIS, NTSA-TIMS, eFNS and iTax is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

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The post is located in the Technical Services Unit, within the Information Technology Unit (ITU) of the Division of Conference Services (DCS) in UNON. Under direct supervision of the Head, Technical Services, and general guidance from the Information Systems Officer, the incumbent’s duties will be as follows:

Responsibilities

CONFERENCE EQUIPMENT:

• Assist in the operation of the simultaneous interpretation equipment, voting system, video, audio and other Web streaming/recording/Remote Simultaneous Interpretation (RSI) equipment and ensure they are operational at all times and are properly maintained;
• Monitor equipment moves, additions and changes and ensure guidelines are met;
• Operate conferencing equipment during meetings;
• Participate in the installation and provision of simultaneous interpretation, voting and recording systems outside of UNON conference centre;
• Liaise with relevant offices in the requests for equipment for press conferences and related services;
• Provide inputs in the Requests for Proposals for equipment and services;
• Assist in drafting operational performance standards and maintenance guidelines.

AUDIO-VISUAL CONFERENCES SERVICES:

• Assist in coordinating all requests for audio-visual conference services;
• Configure and test hardware/software;
• Ensure installed video conference systems are operational, available and reliable;
• Ensure that preventative maintenance schedules on systems are carried out;
• Operate and monitor all equipment during meetings.

USE AND SAFETY OF CONFERENCE EQUIPMENT AND SUPERVISION:

• Guide and assist contractor’s staff in installing and maintenance of equipment;
• Assist in workflow analyses of existing procedures and drafting of new workflow as required;
• Obtain statistical data on operational performance;
• Provide support and training for new users and temporary staff;
• Maintain register of all equipment (installed and mobile);
• Provide input in research and evaluation of new conference products.

GENERAL DUTIES:

• Stock and issue supplies and materials;
• Liaise with relevant offices in obtaining temporary conference facilities;
• Ensure proper maintenance of conference rooms;
• 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 any other duties as required.

Competencies

• PROFESSIONALISM: Good technical skills, ability to participate in setting up, operating and maintaining Audio Visual (AV) technologies and provide user support; Ability to respond to changing requirements and assignments, ability to apply good judgment in the context of assignments given; 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.
• 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; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.
• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; Understands applicability and limitation of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.

Education

• Completion of high school diploma or equivalent is required.
• Supplemental courses/technical certificate in electronics, communications, computer technology or other related field such as Dante Certification Programme, CTS (Certified Technology Specialist) and ITIL Foundation are desirable.

Work Experience

• A minimum of (5) five years of relevant and progressively responsible experience in the AV/Broadcasting/Telecommunications and related fields is required.
• Experience in the operation, maintenance and servicing of AV/conferencing equipment is desirable.
• One or more years of experience within an International organization is desirable.

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The post is located in the Conference Support Section of the Division of Conference Services, United Nations Office at Nairobi. Under the direct supervision of the Finance and Budget Officer, the incumbent will be responsible for the following duties:

Responsibilities

Human Resources Management:

• Coordinate actions on human resource activities within the Division, in recruitment of temporary language staff and other support staff servicing conferences in and outside the duty station.
• Prepare letters of Offer and Appointment in accordance with the UN Regulations and Rules governing temporary appointments and liaise with HRMS-UNON to ensure staff are medically cleared.
• Review salary emoluments of language staff and take corrective action, as necessary. Review source documents for completeness, accuracy, and validity of payments; Investigate erroneous payments and take corrective accounting actions. Communicate with relevant Sections/staff regarding missing documentation or any other issues related to discrepancies between their contracts and claims.
• Liaise with Accounts Section and UNON Treasury to ascertain that payments of the temporary conference staff are disbursed timely upon completion of their assignment and act as necessary where delays occur.
• Consult with counterparts in UNOG/UNOV and/or AIIC/AITC guidelines to ensure best practice.
• Liaise with and advise temporary staff on the status of their payments.
• Monitor staffing table to ensure that contract extensions are carried out on time and that vacancies are flagged out to the respective Section Chiefs for timely filling of vacant posts.
• Monitor implementation and compliance with existing regulations through review of personnel actions processed in Umoja; monitors Umoja ECC reports and staffing tables for a variety of human resources activities.
• Coordinate actions related to recruitment of individual contracts and consultants. Ensure that performance review is done on timely basis to ensure timely payment of contracts.

Travel:

• Coordinate all travel arrangements and requests for the Division of Conference Services. Ensure that UN travel Rules and Regulations, International Association of Conference Interpreters (AIIand International Association of Conference Translators AIITregulations are strictly followed and adhered to by.
• Investigate travel related complaints and respond promptly to any queries from travelers; Provide authoritative advice and guidance to travelers within the Division of Conference Services (DCS), in matters regarding travel to meetings and other official missions.
• Follow up on outstanding travel claims to ensure that travel obligations are liquidated before preparation of financial statements and generate statistics as required for performance reporting.

Other duties:

• Draft correspondence in response to inquiries on administrative areas of work assigned. Identify diverse administrative and finance issues/problems and recommend appropriate line of action. Maintain organized and up-to-date HR documents and records. Ensure that accurate and complete administrative records, reports, and internal controls are functioning, and all relevant records and audit trail is maintained. Perform other relevant duties as assigned.
• 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.

Competencies

• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative 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.
• 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 secondary education or equivalent is required. Additional technical training in the field of Administration, financial management or human resources management 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 beaccepted 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 seven (7) years relevant and progressive work experience in administration, human resources, finance, or related area is required.
• Experience using Microsoft Office/Office 365 (Outlook, SharePoint, PowerPoint, Excel), with SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent, is required
• Experience in MS Excel, and other analytical/reporting tools is desirable.
• Experience in administering a broad range of personnel actions, entitlements and benefits using an ERP system in an international organization is desirable.
• Experience of one (1) year or more in data analytics or related area is desirable.