Team Assistant

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JOB OPENING

                                                                                                                        Date: 30/01/2014

NOTE

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. If an external candidate is selected, his/her appointment will be subject to a passing grade on the relevant entry-level examination at the duty station. The candidate is responsible for any travel expenses incurred and or visa/work permit issues in order to take the examination at the duty station and to take up the assignment.

VACANCY NOTICE NO.:	GS-14-05
ORGANIZATIONAL LOCATION:	UNON/SSS
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Team Assistant
GRADE:	G-4
DURATION:	One year (renewable)
CLOSING DATE:	13/02/2014

The 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). This post is located in the United Nations Office at Nairobi, Support Services Service, Commercial Operations Unit (COU) at the Nairobi duty station.

DUTIES AND RESPONSIBILITIES

Under the supervision of the Chief, COU, the incumbent is responsible for the following:

1.                     Receive and register all clients and visitors entering and leaving the United Nations Recreation Centre (UNRC).

2.                                          Operate the cashiering system to ensure that all bills are properly tabulated and signed for.

3.                                          Take personal responsibility and financial liability for loss of cash under their custodianship, especially if the loss occurs as a result of negligence on the staff member’s part. 

4.                     Take all reservations for the clients and ensure the accuracy of the reservation system; Maintain associated filing.

5.                                            Maintain an efficient system of retail sales - T-shirts/shoes/sports equipment; Answer the phone and take messages as necessary; Operate the music system of designated areas of the UNRC.

6.                                            Act as the general information center and all around assistant where clients can obtain information regarding the UNRC; Maintain close contact with members and guests, receiving feedback regarding its operation.

7.                                            Co-ordinate with other departments to ensure the smooth operation, cleanliness and maintenance of the Fitness Centre and UNRC facilities; Follow all Fitness Centre and UNRC policies and procedures.

8.                                      Attend to membership queries, screen and respond telephone inquiries; Assist candidates/staff members as they fill membership forms, ensuring that all the relevant information is provided (e.g. medical conditions) before membership is issued; Prepare and circulate membership letters, bills, information circulars and all related correspondence.

9.                                            Receive and distribute mail to UNRC staff.  Consult with immediate supervisors on new, difficult or sensitive issues.

10.                                     Perform other related duties as may be assigned.

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; Shows pride in work and in achievements; 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.

·         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; Demonstrates openness in sharing information and keeping people informed.

·         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; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

EDUCATION

Completion of secondary school education required. Supplemental training in front office operations, client orientation or secretarial course is desirable.

EXPERIENCE

A minimum of four years working experience in a busy office including reception, filing duties, and secretarial work. Two years of experience in the hospitality industry, covering front desk operations and cashiering required. Proficiency in Microsoft Office applications required.

LANGUAGE REQUIREMENTS

Fluency in oral and written English is required.  Knowledge of another UN language would be an advantage. Knowledge of Swahili is desirable.

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 13/02/2014. Applicants should send a completed United Nations Personal History form (available at http://www.unon.org/docs/P11.doc) or Personal History Profile together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:            e-mail: recruitment@unon.org UN staff members must submit scanned copies of their two latest Performance Appraisal System (e-PAS) reports at the time of application to the email address above. PLEASE QUOTE VACANCY ANNOUNCEMENT NO.:            GS-14-05 (Applications without Correct Vacancy Number will not be Considered) The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.