Vacancies at United Nations Office at Nairobi (UNON)

The required service will involve the following:

• Securing, booking, and managing venue for the event/conference Obtain quotations of conference venues via UNON/DCS suited to approximately 1000 participants & secure conference venue once approved.
• Ensure the conference room and outside area (fountain area) is arranged and ready for the event as per the agreed programme.
• Develop Event Programme: Prepare/develop awards ceremony programme/agenda, including but not limited to the following: Confirm (high level) speakers to participate and support and coordinate presentation preparations for the event, including sourcing of stories/material/pictures.
• Create visual materials and support their production, incl. powerpoint slide decks, video recording, printed materials -certificates/envelopes/posters/banners etc.
• Ensure that service maintenance/IT technicians are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms. Organize set up and audio-visual in support of ceremony, if/where required, in collaboration with assigned IT and Conference staff. Ensure catering (i.e., coffee and cake) is available for participants, including cake cutting ceremony, including sourcing of vendor(s).
• Manage the awardee registration process: Manage awardees registration list and review of eligibility of awardees, in collaboration with assigned HR staff and provide the managing team with regular updates on registration list.
• Ensure clear and kind communication with all awardees. Send out event invitation and programme information to all awardees, and where relevant, protocol arrangements.
• Certificates and tokens: Design, prepare and arrange for printing/installation of awardee exhibition/banner. Prepare and set-up a kiosk for collection of certificates and awards, in collaboration with Facilities management staff and assigned focal points. Sourcing of tokens/awards (bags/pins/certificates/coins etc.) for the awardees.
• Budget and Contract management: Maintain budget for the event, provide regular budget updates to the managing team, monitor budget vs. disbursements, keep updates on contributions received. Management of contractual and financial matters regarding the event, including the disbursements of payments to suppliers, contractors, where necessary, in collaboration with UNON Administrative and Finance staff assigned
• Stakeholder engagement: Lead all event planning and production meetings and discussions.
• Organize and lead collaboration with the UNON, UNEP, UN-Habitat focal points, managing team and other key stakeholders required for this event including UNON/DCS.
• Any other related tasks as identified by the managing team.

Qualifications/special skills

• B.A. degree from accredited university.
• 3+ years prior experience with media, communications, meetings/conferences/events or related is required.
• Good communication skills (both verbal and written) and good customer service ethic and eye for quality is an asset.
• Good time management skills and ability to accomplish projects independently is an asset.
• Budget management and negotiation skills is an added advantage. Internet research and email savvy:
• Computer skills: Word, Excel, PowerPoint is an added advantage.

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Responsibilities

ADMINISTRATION OF ENTITLEMENTS:

• Acts as focal point in SBE for RCO, UNEP, UN-Habitat, UNON divisions under the area of responsibility for coordination, planning and delivery of staff services.
• Establishes collaborative relationships with client offices, clients and other services to ensure open channels of communication and client oriented approach. Ensure other HR issues brought to the Unit are properly directed within the service for action.
• Provides advice on interpretation and application of policies, regulations and rules. Reviews and provides advice on exceptions to policies, regulation and rules.
• Administers and provides advice on salary and related benefits, travel, and social security entitlements.
• Determines and recommends benefits and entitlements for staff on the basis of contractual status.
• Reviews policies and procedures and recommends changes as required.

GENERAL:

• Advises human resources assistants on staff benefits and entitlements, including the on-boarding of selected candidates.
• Provides advice and support to managers and staff on human resources related matters.
• Keeps abreast of developments in various areas of human resources.
• Supervises the work of the human resources assistants in carrying out human resources administrative transactions, including preparation of personnel actions, maintenance of staffing tables and processing of contracts.
• Oversees the maintenance of filling systems.
• Prepares special reports and participates and/or leads special human resources projects.
• Contributes to the enhancement of the services provided by the section. Initiates and contributes to reviewing work processes, building procedures and HRMS/SBE standard operational processes.

OTHER DUTIES:

• Advises and counsels staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Perform other related duties as assigned.

Education

• Advanced university degree (Master's degree or equivalent) in human resources management, business or public administration, social sciences, education or related area.
• A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of five (5) years of relevant experience, of which three at the international level, in human resources and personnel administration is required.
• Three (3) years of work experience in administering entitlements and benefits for geographically dispersed staff members is desirable.
• Work experience using and trouble-shooting complex cases in Enterprise Resources Planning (ERP) systems is desirable.
• Work experience in analyzing HR data and preparing reports to a targeted audience is desirable.