Job Opportunities at United Nations Office at Nairobi (UNON)

Responsibilities
HUMAN RESOURCES MANAGEMENT:

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitors staffing table and prepare relevant statistical data/charts.

CONTRACT ADMINISTRATION:

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Prepares and processes all UN property passes and swipe-card access and door keys.
• Maintain contract filing system and archiving.

GENERAL ADMINISTRATION:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and Offices away from Headquarters.
• Act as bid opening official and maintains all relevant documents.
• Performs other related administrative duties, as required (e.g., physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, and conferences).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• 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 other relevant duties as required.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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.
• 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.

Education

• Completion of High school diploma or equivalent is required. Supplemental courses/technical certificate in information technology or other related field 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. 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.

Job - Specific Qualification

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

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administrative
• services, human resources or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience in Enterprise Resource Planning (ERP) system 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 position fluency in English is required. Working knowledge of another UN language is desirable.

Closing Date - 13th August 2023

go to method of application »

Responsibilities

• Maintains constant contact and coordinates extensively with the Chief of Section and Chiefs of booth.
• Independently provides full range of programme management support to the Chief and staff of the Interpretation Section in the development and implementation of the work programme, special projects, initiatives, and activities by conducting research and formulating notes and suggestions.
• Finds, compiles, analyzes, summarizes, and presents information and data on a full range of activities related to the Interpretation Section, including on matters relating to interpretation programming.
• Reviews, appraises and revises, as necessary, all submissions received from Interpretation Section units and submits for clearance through the Division of Conference Service requests management process, ensuring compliance with guidelines.
• Identifies problems/issues, seeks clarification from Sections, assesses replies and advises the Chief of Service and provides suggestions for further action.
• Reviews and evaluates programme support components of standard operating procedures within the Section to improve their efficiency and effectiveness; provides inputs on the formulation of guidelines and establishment of new procedures.
• Monitors and supports the implementation of a full range of activities within the Interpretation Section including initiatives as assigned by the Chief of Section.
• Serves as the focal point for the coordination, monitoring and implementation of administrative/operational activities within the Interpretation Section, including matters relating to interpretation programming.
• Monitors implementation at all stages to ensure activities are proceeding according to established plans, including analyzing difficulties and initiating remedial administrative/operational actions.
• Liaises with relevant counterparts to initiate requests, obtains necessary clearances and resolves issues related to recruitment and appointment of personnel, use of resources for temporary assistance for meetings, IT-related initiatives and projects, recruitment of interns, training and external studies coordination and monitoring of travel of Interpretation Section staff including to service meetings and conferences outside of the duty station.
• Serves as focal point for the coordination, monitoring and implementation of activities related to the staff selection system within the Interpretation Section ensuring compliance with relevant rules and regulations. assists the hiring manager with eligibility screening, coordinates substantive/written assessments and competency-based interviews, drafts and circulates interview notes, and monitors follow-up actions.
• Attends to various matters concerning management of programme of work in the Interpretation Service.
• Monitors and analyses Umoja generated reports related to management of Interpretation Section performance reporting; maintains records and data related to matters within his/her responsibilities.
• Provides technical advice and training, as required, to support personnel in Interpretation Section; reviews relevant documents and reports to gather information and keeps abreast of the timing and substance of key meetings, events, activities.
• Maintains files and databases on key subjects; acts as Focal point for matters relating to the interpretation programming platform, eAPG.
• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
• Prepares briefs on assigned topics; responds, both orally and in writing, to a broad range of routine questions and information requests on Interpretation Service activities from various parties; as appropriate forwards questions/requests to relevant parties for reply.
• Drafts correspondence on a wide range of subjects including of a confidential nature.
• Supports change management in Interpretation Section through effective information sharing and problem solving.
• 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.
• Coach other support staff as may be required.
• Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally and in particular those related to programme of work management. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research, and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness, and ability to deal proactively and tactfully with offices throughout the organization. The ability to perform analysis, modelling, 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.
• PLANNING & 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.

Education

• Completion of High school diploma or its equivalent is required. Supplementary training in business administration, human resources, finance, accounts, or project 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. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

Work Experience

• A minimum of 10 years of experience in programme, administrative services, conference services, finance, accounting, audit, human resources or related area in which 7 years are within the United Nations system or similar international organization is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience in conducting research and preparing statistical or analytical reports from various databases is desirable.
• Experience in processes and procedures related to travel, procurement, finance, or human resources is required.
• Excellent knowledge of Microsoft Office applications is required.
• Excellent knowledge of UN Rules, regulations, and related procedures; knowledge of Enterprise Resource Planning (ERP) Systems 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 position advertised, fluency in oral and written English is required. Knowledge of another UN language is desirable.

Closing Date - 29 August 2023