Office des Nations Unies recrute 01 Senior administrative assistant

Office des Nations Unies recrute 01 Senior administrative assistant

Office des Nations Unies à Nairobi

NAIROBI, KENYA

vacance de poste

Intitulé publication: SENIOR ADMINISTRATIVE ASSISTANT, G7

Intitulé code d’emploi: Assistant principal à l’administration

Département / Bureau: Office des Nations Unies à Nairobi

Lieu d’affectation: NAIROBI

Période de candidature: – 01 avril 2023

No de l’appel á candidature: 23-Administration-UNON-201624-R-Nairobi (E)

Staffing Exercise N/A

Valeurs fondamentales de l’ONU: intégrité, professionnalisme, respect de la diversité

Cadre organisationnel

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 (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services. (www.unon.org).

This position is located within the dedicated Project Management Team for the A-J Replacement Project and reports directly to the Sr. Project manager of the A-J Project. Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:

Responsabilités

HUMAN RESOURCES MANAGEMENT:

• Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.

• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.

• Provides advice and answers general queries on classification procedures and processes.

• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

• Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

PROJECT AND FINANCIAL MANAGEMENT:

• Provides expert assistance in the preparation and development of the unit’s work programme.

• Monitor the status of the Section’s project budgetary accounts and liaise with BFMS to ensure appropriate allocation and utilization of funds.

• Provides expert assistance in the preparation and development of the unit’s work programme and budget.

• Monitor the status of Section’s project accounts and liaise with BFMS to ensure appropriate allocation and utilization of funds.

• Consolidate and monitor the various budgets and advise supervisors on status of expenditures and remaining balances in good time to allow maximum utilization of resources and implementation of work plan.

• Take the lead in and ensure the timely processing and following up on all the Unit’s vendor payments.

• Provides assistance in the review, and preparation of the medium-term plan and its revisions.

GENERAL ADMINISTRATION:

• Provides guidance, training and daily supervision to other general service staff in their area of responsibility

• Assist in drafting of agreements, documents or meeting minutes.

• Identifies and resolves diverse administrative issues/problems as they arise and determines appropriate actions.

• Coordinates extensively with service units and liaises frequently with internal team members.

• 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.

• Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate meetings and workshops).

PROCUREMENT AND CONTRACT ADMINISTRATION:

• Prepare, review and follow up as required on the procurement requirements for the A-J replacement project.

• Monitoring progress on the Project’s procurement requirements from solicitation of goods/services in liaison with UNON’s Procurement Section. Support and track technical evaluations and the compiling of bid evaluation reports.

• Following-up with vendors to ensure timely delivery of goods and services.

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

• Process the payment of contractors’ invoices and monitor payments using Umoja and Payable Register system.

• Prepares and processes all UN forms and permissions needed for contractor staff to operate, including: UN grounds passes for institutional Individual Contractors and gate passes for removal of property from the compound;

• Performs other relevant duties as assigned by the Sr Project Manager.

Compétences

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 perform analysis, modeling 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.

PLANNING & ORGANISING: 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.

Formation

Completion of high school diploma or equivalent is required.

Supplementary courses or additional training in administration, project management 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. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Expérience professionnelle

A minimum of ten (10) years of progressive relevant work experience in the field of administration (i.e. Finance, human resources, procurement, general administration, programme or project administration) is required.

Working experience in the Enterprise Resource Planning (ERP) System/Systems Applications and Products(SAP) is required.

Experience with supporting the development of work plans, targets and time schedules and monitoring and reporting against the same is desirable.

Experience in administering budgetary funds and lines in an ERP platform is desirable.

1 year or more of experience in data analytics or related area is desirable.

Connaissances linguistiques

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. 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.

Méthode d’évaluation

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Notice spéciale

Appointment against this post is on a local basis. This is a project post funded 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. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred 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.

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 email 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.

Charte des Nations Unies

Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s’entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu’il entrave la bonne marche du service, est présenté comme une condition d’emploi ou crée au lieu de travail un climat d’intimidation, d’hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.

Sera dûment prise en considération l’importance d’un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l’Organisation à l’accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l’Organisation des Nations Unies est un espace non-fumeurs.

La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.

Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d’instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d’accueil de leur compte Inspira.

Les candidatures feront l’objet d’une évaluation et d’un examen préalables sur la base des informations soumises conformément aux critères d’évaluation de l’avis de vacance de poste et aux dispositions législatives internes applicables de l’Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l’Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l’objet d’une attention particulière pour s’assurer de l’exactitude des renseignements qu’ils ont fournis dans leur candidature.

Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.

Aucun frais de dossier

L’ONU NE PERÇOIT DE FRAIS À AUCUN STADE DU RECRUTEMENT (DÉPÔT OU TRAITEMENT DE LA CANDIDATURE, ENTRETIEN, FORMATION, ETC.), ET ELLE NE DEMANDE AUCUNE INFORMATION BANCAIRE.POSTULER