Org. Setting and Reporting

The position is located in the Regional Office for Eastern Africa (ROEA) in Nairobi, Kenya, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Staff Assistant will work under the overall supervision of the UNODC Representative and the Programme Management Officer.

Responsibilities

Within limits of assigned authority, the incumbent will be responsible for providing executive administrative support to facilitate the work of the Office and the UNODC Representative. The incumbent shall facilitate the efficient flow of information and communication within the Office of the Regional Representative to ensure expeditious dissemination of information and timely action. Within limits of delegated authority, the Staff Assistant will be responsible for the following specific duties: Support to the Regional Representative • Provide administrative support to the Representative ensuring the smooth and efficient functioning of the Representative’s office. • Organize the Regional Representative’s calendar by scheduling meetings with a wide range of counterparts and proposing timeframes for delivery of various commitments and ensuring proper time management by setting up, coordinating, and scheduling meetings to ensure the efficient functioning of the office. • Arrange travel/hotel accommodations and other logistics for the Representative and/or other staff, • Follow-up on the clearance of travel request of the Representative and other staff. • Under the guidance of the Programme Management Officer, undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office of Representative. • Maintain the roster of the Representative’s contacts for easy access and reference. • Facilitate the flow of information/communication between the Representative’s Office and other pillars/units within and outside office and enhance this flow of information/ communication as needed. • Prepare and coordinate background documents, minutes; coordinate preparation of briefing notes and speaking points as requested. • Schedule staff meetings and maintain minutes and follow up schedule. • Serve as a communication link between the Regional Representative and staff members, and on behalf of the Regional Representative, keep staff members informed by conveying directives, reports, status updates and other relevant information, and bring sensitive and urgent matters to the Regional Representative’s attention. • Support the drafting, proof-reading, and finalizing of formal communication such as memos, notes verbale, letters, etc.; prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. • Respond and/or direct inquiries to the appropriate programme/project working area (Pillar) or staff for timely action and/or response. • Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials. • Serve as focal point for administrative coordination, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Assist 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. • Constantly monitor emails to bring to the attention of the Regional Representative urgent actions and drafts/responds to emails on behalf of the Regional Representative. • Act as the Regional office focal point for Executive Office correspondences as well as those of other partners. • Provide full support for organising the missions of high-level missions from UNODC Headquarters, UN and other visiting delegations as required. • Backstop the HR staff as required. • Any other work assigned by Regional Representative and the Deputy Regional Representative/Programme Management Officer. General Administration • Perform other related administrative duties, as required (e.g., operational travel programme, meeting scheduling and support to workshops, conferences) • Attend meetings, prepare minutes and monitor follow-up activities. • Generate a variety of standard statistical and other reports, work orders, etc., using various databases including Umoja. • Assist 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. • Assist with visualizations and updating information material such as web pages or brochures.

Competencies

Professionalism – Has knowledge of general office administration, administrative support including administrative policies, processes and procedures. Has knowledge of processes and procedures related to office management, programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Is able to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. Has 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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

High School diploma is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of experience of progressively responsible experience in administrative services, general office support or related areas is required. The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. A minimum of three years of experience in a busy executive office/ front office is required. Working experience in the UN system or similar international organization is required Working experience with Umoja or any other similar ERP/SAP, such as UMOJA for travel, requisitioning and HR functions is desirable. Work experience of one (1) year or more in data analytics or a related area is desirable.

Languages

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

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.