Programme Management Assistant at United Nations Office at Nairobi
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- Company: United Nations Office at Nairobi
- Location: Kenya
- State: Nairobi
- Job type: Full-Time
- Job category: NGO Jobs in Kenya
United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). The post is located in the Office of the Director of Administration (ODA), UNON. ODA acts the central coordinator for administration on global, regional and local activities for UNON.
The incumbent will have shared reporting lines within ODA: Coordinator, Common Services Unit (CSU), and to the Administrative Officer.
1. Common Services/Development System:
• Provide administrative support to reforms relative to local, regional and global initiatives
• Research, compile, analyze, summarize and present basic information/data on specific programmes/projects and related topics.
• Provide administrative support for new business acquisition and Client Relationship Management for UNON. Maintain database of key clients’ portfolio, prepare pre-and post-meeting documentation and follow up on meetings.
• Assist in maintaining an organized document repository of all related Common Services documents, including a database of Common Services and Core Services clients and related Service Level Agreements (SLAs).
2. Support front office operations.
• Assist in calendar management for the Director and related meetings as requested.
• Provide communication assistance including managing broadcasts, UNON Intranet/I-Seek posting, presentations, surveys and routing of official documents
• Assist with organizing and planning official events, workshops and meetings
• Draft routine correspondence to respond to inquiries.
• Support Human Resource initiatives in the Office of the Director. Includes recruitment processes, follow-up actions related to the administration of the unit’s human resource activities, e.g., recruitment of consultants.
• Coordinate with Budget Section in supporting Budget preparation, reporting and monitoring of expenditure of Office of Director budget. Drafts adjustments as required.
3. Alternate Security Liaison Officer (SLO).
• Assist UNON SLO as alternate when required. Responsibilities include ensuring requirements for User Access Provisioning are verified and satisfied, responding to client queries and following up Service Requests with the UMOJA Team (UN’s Enterprise Resource Planning system)
• Act as focal point for deprovisioning Umoja rights, upon receipt of HRMS clearance requests.
• Generate annual reports and request verification by Division of Administrative Services (DAS) Chiefs of Services on provisioning.
4. Perform other related duties as required.
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. 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.
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.
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.
Completion of High School Diploma or equivalent is required. Supplementary training in the field of project management and/or administration is an added advantage. 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.
A minimum of seven years of progressively responsible experience programme management, communication, budget, human resources management or other related area is required.
Experience with preparing reports, writing meeting minutes and preparing presentations is highly desirable.
Experience in monitoring of Key Performance Indicators is an added advantage.
Two years of experience within the United Nations Common System or comparable organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of other UN languages desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment against this post is on a local basis. This post is funded for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment. 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.
“Internal Applicants: When completing the form, 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. ”
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. 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.
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.