UN & UNDP Jobs Kenya.
UNITED NATIONS DEVELOPMENT PROGRAMME INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT
I. Position Information
Post Title: Administrative Assistant
Contract Type: Fixed Term Appointment
Grade: G5 Direct Supervisor: Senior Human Rights Advisor
Duration: One year, renewable annually
Date of Issue: 27 September 2010
Closing Date: 10 October 2010
II. Organizational Context
Under the guidance and supervision of the Senior Human Rights Adviser, the Administrative
Assistant provides support to office operations performing a variety of standard administrative
processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a
client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Operations, Programme and
projects staff in the CO and other UN agencies staff to exchange information and ensure
consistent service delivery.
III. Functions / Key Results Expected
Summary of Key Functions:
Implementation of operational strategies
Support to effective and efficient functioning of the unit
Support to administrative and logistical services
Support to office maintenance and assets management
Support to knowledge building and knowledge sharing
1.Ensures implementation of operational strategies, focusing on achievement of the following
results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and
strategies.
Provision of inputs to the CO administrative business processes mapping and
implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of administrative team results-oriented workplans.
2Ensures effective and efficient functioning of the unit SHRA office, focusing on
achievement of the following results:
Management of SHRA agenda/diary.
Maintaining contacts database of the government, other UN agencies, human rights and
other partners, and other counterparts.
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an
interpreter when required and/or taking minutes.
Serving as Secretary to the SHRA – attending meetings, taking minutes, following up on
specific details and actions arising from the meetings.
Compilation and preparation of briefing and presentation materials, speeches,
background information and documentation for meetings and missions.
Translation of simple correspondences, when needed.
3. Ensures effective administrative and logistical support, focusing on achievement of the
following results:
Administrative support to meetings, conferences, workshops, retreats.
Coordination of travel arrangements and hotel reservations, preparation of travel
authorizations, processing requests for visas, identity cards and other documents
Assisting in the review of the Annual Work Plan and Cost Plans.
Maintain an efficient document management system.
Assist with compilation of reports and other communication material.
Maintain an efficient inter-office communication system.
Ensure proper local transport management.
Support personnel issues relating to hiring of personnel (consultants, UNVs and interns)
in consultation with UNDP operations units and UNV.
4. Provides support to office maintenance and assets management, focusing on
achievement of the following results:
Maintenance of records on assets management, preparation of reports.
Maintenance of files and records relevant to office maintenance
Provision of support to maintenance of common premises and common services
6Support knowledge building and knowledge sharing in the CO, focusing on achievement of
the following results:
Participation in the training for the operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice.
IV. Impact of Results
The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.
V.Competencies and Critical Success Factors
Corporate Competencies:
Demonstrates commitment to UNDP‟s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice
areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of standard specialized and non-specialized tasks and work
processes that are fully documented, researched, recorded and reported
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve
operational problems
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations
Strong IT skills, knowledge of Atlas
Ability to provide input to business processes re-engineering, implementation of new systems
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Recruitment Qualifications
Education:
Secondary education. Certification in an administrative discipline.
Experience:
3 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in
handling of web-based management systems and Enterprise
Resource Planning systems is an added advantage.
Language Requirements:
Fluency in English and Kiswahili.
VIII. Submission of application
Interested and qualified candidates are requested to submit electronic applications by visiting UNDP Kenya e-Recruitment portal at http://www.ken.undp.org. Select “vacancies” under “Operations” and click on „erecruit.echo-systems.net . Applications received via other means will not be accepted.
Applicants are required to fill and sign a P11 Form and submit it together with Curriculum Vitae on the online application.
The P11 Form can be obtained from the above site
UNDP will only be able to respond to those applications in which there is further interest.
“UNDP is an equal opportunity employer which strives to achieve overall balance in its staffing
patterns”.
