Jobs at United Nations Office at Nairobi (UNION)

Responsibilities

• Receives incoming pouches, incoming mail, express mail, and parcels; verifies airlines and courier documents.
• Alerts the supervisor of tampered mail for appropriate action.
• Tracks the distribution of all mail, as well as pouch service.
• Logs incoming items and raises discrepancies to supervisor, e.g., missing pouches, incoming mail items, incorrect pouch numbers, misrouted pouches, etc.
• Ensures that all items received are logged onto the computer for financial and statistical purposes. Prepares receipts and processes for distribution.
• Assists in tracing items and is accountable for actions taken.
• Ensures safety and security of items received in the area, i.e., that all items are x-rayed and date-stamped prior to distribution.
• Supervises the sorting and categorizing of mail to facilitate processing.
• Assists supervisor in opening and inspecting items to ensure that all items received in pouch and mail units are official and in compliance with pouch and mail rules and regulations, maintain records.
• Ensures that outgoing pouch and courier shipments are processed to meet pick-up schedules, that incoming pouches/courier shipments are processed in a timely manner, and that reports are completed on time.
• Provides guidance to other staff on the proper use of diplomatic pouches or other mail services.
• Prepares customs declaration in the case of parcels.
• Ensures proper coding, authorization, and addressing.
• Signs the credit memos and summary of enclosures.
• Records the quantity of mail in each category, e.g., registered, certified, mail from missions, personal, confidential or other for statistical purposes.
• Determines and apportion freight charges proportionate to usage by other UN agencies.
• Delivers urgent mail, parcels, specials, etc as needed, or ensures prompt delivery of urgent mail.
• Prepares weekly activities report for management.
• Maintains and updates various databases.
• Follows-up on late billing, credit notes, and debit notes from service providers and monitor payments by Finance
• Monitors vendor’s service quality per set out Key Performance Indicators (KPIs) and reports the discrepancy to supervisor.
• Issues timely annual pouch bills to clients at year-end to provide Finance with data for preparing annual bills for common services at UNON.
• Processes accurate invoices for payment to service providers and cost recovery from clients.
• Ensures supporting documentation submitted by the vendor match the invoices and Automail tracking results and report discrepancies to the Chief of Unit.
• Prepares charge sheets for billing clients using accurate ERP(Umoja) coding blocks.
• Acts as a focal point for outsourced messenger and local courier services and prepares and supervises their work schedule.
• Verifies and certifies the accuracy of the services provided by the contractors (messenger/local courier) for invoice processing.
• Performs other duties of the unit as assigned.

Competencies

• PROFESSIONALISM: Knowledge of handling mail and pouch operations. Ability to work in an international or multilateral organization with focus on customer service. 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

• A High School diploma or equivalent is required. Supplementary technical training in handling mail or related area 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 progressively responsible experience working in handling mail, pouch, registry operations or related area is required.
• Experience in processing of diplomatic pouches is required.
• Experience in use of Microsoft Office applications specifically Microsoft Office 365 and Microsoft Excel are required.
• Experience working with Enterprise Resource Planning (ERP) is desirable.
• Experience with an international or multilateral organization or NGO is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Working knowledge of another UN language is an asset.

Closing Date: 16 April 2022

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Responsibilities

CONFERENCE OPERATIONS:

• Setting up and testing conference equipment including delegate units, camera alignments, interpreter sets, names database, audio/video
• recording, web-streaming and video-conferencing prior to the start of a meeting as per agreed standards and client requirements;
• Assisting in manning and operating the conference equipment and liaising with clients/meeting organizers during meetings;
• Conducting post processing of audio/video products after meetings within specified timelines;
• Guiding and mentoring short term technical staff; Assisting in training new and temporary staff in operating conference equipment;
• Supervising movers carpenters and other contractors in the preparation of conference room layouts;
• Liaising with the UNON Information and Communication Technology Section (ICTS) to ensure the underlying infrastructure is operational.

MAINTENANCE AND SUPPORT:

• Conducting preventive and corrective maintenance on conference equipment; Liaising with ICTS to troubleshoot and maintain underlying infrastructure and dependencies;
• Logging, tackling and closing tickets within established benchmarks; Escalating tickets and liaising with ICTS or vendors for timely resolution;
• Maintaining an up-to-date knowledge base;
• Ensuring timely repair and replacement of faulty equipment;
• Supervising external maintenance contractors;
• Participating in projects aimed at enhancing and upgrading services provided.

INVENTORY AND PROCUREMENT

• Assisting in the identification, delivery and installation of products and services pertaining to the Conference area;
• Assisting in maintaining an up-to-date register of conference IT assets;
• Assisting in preparation of quarterly reports of inventory balances;
• Assisting in conducting regular audits on incoming and outgoing inventory and maintaining adequate stock levels;
• Ensuring Conference Room IT assets are well secured.

Performs other relevant duties as may be required.

Competencies

• PROFESSIONALISM: Knowledge of information technology infrastructure, including networking, hardware, software especially audio/video recording and editing suites. Ability to respond to changing requirements and assignments, ability to apply good judgment in the context of assignments given. Ability to perform a wide range of application software development and maintenance tasks under minimum supervision. 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.
• 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.
• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitations. Active seeks to apply technology to appropriate tasks. Shows willingness to learn new technology. f technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technologies.

Education

• Completion of secondary school education is required. Supplemental training of 6-12 months with certificates or diplomas in the areas of inventory, IT including ITIL Foundation, audio/video broadcasting including Dante Certification Levels 1-3, CTS and tele-video-conferencing 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 7 years' work experience in the conferencing and/or audio/video broadcasting or related industry is required.
• Experience in project management such as Prince2/PMP, technical maintenance, remote simultaneous interpretation (RSI) is desirable
• Experience in inventory management 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.

Closing Date: 14 April 2022

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Responsibilities

• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
• Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of 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 under the guidance of Procurement Officers.
• 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.
• Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems 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.
• Drafts routine correspondence.
• Performs other related duties as assigned.

Competencies

• PROFESSIONALISM: 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

• A High School diploma or equivalent is required. Supplementary courses or additional training in procurement functions is highly 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

• The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is desirable.

Work Experience

• A minimum of five (5) years of progressively responsible experience in procurement or related area is required.
• Experience working with a Systems, Application and Products (SAP) system or an Enterprise Resource Planning (ERP) system 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.

NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview

Closing Date: 19 April 2022

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Responsibilities

The incumbent will perform the following duties:

• Assist with planning and organizing the disposal of written-off property including equipment, assets, inventory and hazardous waste.
• Coordinate with stakeholders, procurement and finance on the preparation of disposal agreements, contracts and services for the disposal of property through sale, trade-in, gifting, destruction or transfer to another mission etc.
• Assist to draft Statement Of Works (SOW)/Terms of Reference (TOR) for contracts and services for property disposal and participate in the Technical Evaluation Committee (TEC).
• Monitor execution of disposal contracts which include ensuring quality control in accordance with the contract terms, International and local environmental standards.
• Liaise with all entities/clients to receive and dispose of written-off items per the recommendations of the Delegated Authority, Local Property Survey Board (LPSB) or Headquarters Property Survey Board (HPSB).
• Manage dedicated storage areas and yards for asset disposal, monitor security measures and conduct periodic physical verification to ensure no inconsistencies arise.
• Assist in preparation of periodic performance reports in line with the Global Asset Management Policy Service (GAMPS) quarterly performance requirements, review and ensure accuracy of data. Prepare auditable disposal-related statistical reports for management and clients.
• Maintain accurate electronic and manual records of property disposal documentation for audit purposes, ensure all disposal action in the ERP(Umoja) has sufficient supporting documents.
• Identify bottlenecks, research and propose solutions to problematic areas around property disposal.
• Assist with drafting Standard Operations Procedures (SOPs) and flow charts in the area of property disposal. Conduct periodic reviews of the SOPs to ensure efficient service delivery to clients and make corrections where necessary
• Conduct end-user training and support to focal points across client entities and locations in property disposal functions, policies and procedures.
• Support other units within property management in the areas of receiving and inspection, property control, insurance and reporting as and when required.
• Perform any other duties as may be assigned by the Chief of Unit.

Competencies

• PROFESSIONALISM: Knowledge of principles of procurement and disposal of property, management of contracts with vendors. Ability to work with multiple clients and keep auditable electronic and manual records. 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.
• 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

• A High School diploma or equivalent is required. Supplementary technical training in supply chain, property control or logistics 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 three (3) years of progressively responsible work experience in the field of property management, property disposal, property control, asset management or related field is required.
• Experience working in Enterprise Resource Planning (ERP) (SAP/UMOJA) including Business Intelligence Reports is required.
• Experience supporting more than one entity or multiple clients simultaneously is required.
• Experience in ERP related systems for Sales and Distribution (SD) modules in billing for sold products is desirable.
• Working experience with an international or multilateral organization or NGO is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in oral and written English is required. Working knowledge of another UN language is an asset.

Closing Date: 19 April 2022

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The Communications Assistant is responsible for the following duties:

Responsibilities

• Client Relationship Management (CRM): i. Participates in clients’ meetings. Prepares briefs and background documentation prior to meeting. Documents main decisions/actions agreed at meeting and follows up till resolved.
• Leads development of the Client Relationship Management (CRM) documents repository. Ensures that individual client related information/documentation is updated at all times in the repository.
• Drafts agreements, MOUs with clients based on service subscriptions. Ensures copies of all other agreements with clients with DAS Services are updated at all times in the CRM Documents Repository.
• Supports CRM related trainings in coordination with other Services as required.
• Ensures regular updates of client focal point information in CRM repository, including operational focal points and Heads of Entities in UN Agencies, Funds and Programmes.
• Attends Service Level meetings to ensure coherence and coordination between Services and CRM function in ODA.
• Establishes client database. Monitor dedicated client email address for client queries/concerns. Maintain database and update with issues raised, update clients regularly and in timely manner on progress after follow-up with respective Service/s.

Common Services: 

• Updates membership information of Common Services Management Team in Kenya and working groups.
• Leads annual common services surveys, analysis of clients’ responses and supports related workplan development and feedback to service providers.
• Supports development and production of communication products/services, brochures, newsletters and other materials as assigned.

Support front office operations:

• Publishes iSeek stories on a regular basis and in relation to special events as assigned.
• Updates Communication Tree and Escalation Mechanism regularly or as required and share with clients.
• Drafts and seeks approval of quarterly workplan on strengthening communication with clients.
• Supports all assigned communication and coordination with clients and makes recommendations for improvement.
• Supports report writing and note taking as assigned, e.g recruitments, workshops etc.

Updates UNON website in relation to CRM initiatives.

 Performs any other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of policies, processes and procedures related to the communication, production and dissemination of public information. Ability to research and gather information from a variety of sources. 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 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.
• 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. Additional certification in Communications, Journalism, or Public Information 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 10 years of progressively responsible experience in communications, journalism, public information or related field is required. Of the 10 years, 3 should be with the United Nations or a similar international organization.
• Experience in working in a busy Front Office that deals with a broad range of multi-cultural clients and service delivery is desirable.
• Experience working with social media tools and applications, report writing, multi-media and graphic design is desirable.
• Experience in client relations is desirable.
• Developing, editing, overseeing layout of communication material and managing intranet and websites 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.

Closing Date: 19 April 2022