Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 12 September 2022 - 11 October 2022
Job Opening Number: 22-Administration-UNON-188244-R-Nairobi (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services. This post is located in the Nairobi duty station, the Travel, Shipping & Visa Unit (TSVU) within Central Support Services of the Division of Administrative Services, UNON. The incumbent reports to the supervisor of the TSVU unit.

Responsibilities

1. Processing of Visas
a) Provides information to staff members and other UN sponsored travelers on visa procedures, requirements and respond to queries.
b) Coordinate and liaise with Embassies/High Commissions regarding regulations for visas and maintain the visa applications database.
c) Review visa applications and supporting documents for completeness, accuracy, validity, and conformity with visa issuance requirements.
d) Draft and sign Note Verbales for each application attaching relevant forms.
e) Identifying problematic situations regarding visas and proposing possible solutions.
f) Coordination and follow up with Embassies/High Commissions on issuance.
g) Providing guidance to staff, reviewing and compiling documents for G4 request.
h) Drafting, To Whom It May Concern letters for travellers upon request.
i) Supervises and provides guidance to the visa clerk on priority deliveries upcoming processes and procedures, computer applications, etc.
j) Maintains a rapport with counterparts at Embassies/ High Commissions and Consulates.

2. Processing of UN Travel documents
a) Coordinates application of UNLP/Family Certificate/UN Certificate with UNOG.
b) Verifies information submitted in the UNLP application Portal and prints application and attachments for certification.
c) Monitors and provides updates information for UNLP and Visa on iSeek.
d) Works with ICTS on the continuous improvement of the iNeed applications portal with regards to UNLP applications.
e) Prepares Auto mail in UNON Portal and send package to MPAU within the set timelines.
f) Reviews newly issued Travel documents for accuracy, make copies for the file and updates the information on the Portal, thereby closing the application process.
g) Ensures timely dispatch of UNLPs to staff members in Nairobi and to outposted offices.
h) Keeps abreast of operational updates and respond to queries on UN Travel documents in line with set rules and regulations.
i) Coordinates the dispatch of UNLPs to UNOG for cancellation while maintaining a status log for ease of reference.
j) Maintains active and productive rapport with counterparts at UNOG and UNHQ.

3. Other duties.
a) Responds or drafts responses to routine correspondence and other communications.
b) Maintains data and file records and organizes archiving every two years.
c) Generates statistical reports related to Visa; UNLPs and other Travel documents.
d) Attends meetings related to Visa and UNLP processes.
e) Attends Consular workshops (upon invitation).
f) Monitors the systems to ensure timely clearance of staff members separating from the organization in the Staff Clearance Portal.
g) Performs other duties as assigned.
i) 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.
j) Assists with visualizations and updating information material such as web pages or brochures.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions and database management, etc. Ability to apply knowledge of various United Nations administrative rules and regulations in work situations. 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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. Diploma from technical college in a field relevant to Administration is desirable. Extensive knowledge of UN systems and procedures as they relate to the daily operations and administration 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 the 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 written assessment or interview.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services of which 3 should be in diplomatic mission or international organization is required

Experience working with Enterprise Resource Planning based applications such as SAP/Umoja is required.

Experience in administrative policies and procedures in the United Nations or similar international organizations is desirable

Experience in preparing notes, correspondence, presentations, and reports 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.

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 may include an assessment exercise which may be followed by a competency-based interview depending on the result of the test.

Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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