Administrative Assistant (Publishing), G-5 DEADLINE FOR APPLICATIONS: 07 Nov 2007 DATE OF ISSUANCE: 08 Oct 2007 ORGANIZATIONAL UNIT: United Nations Office at Nairobi DUTY STATION: Nairobi VACANCY ANNOUNCEMENT NUMBER: 07-ADM-UNON-415267-R-NAIROBI
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 in order to take the examination at the duty station and to take up the assignment.
Remuneration Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities 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. This post is located in the Printing Section of the Division of Conference Services/UNON. Under the supervision of the Chief, Printing Section, the incumbent is responsible for the following: 1) Print estimating, monthly invoicing, and accounting operations duties: – Create cost estimates for clients, invoice for work completed, and maintain electronic accounting records of the work that has been invoiced etc. , – Print various reports for hard copy files. 2) Procurement duties: – Make requests for the procurement of all goods and services needed by the Section, – Create terms of references (TOR) for requests sent to UNON Procurement Services Section for goods and services required for the Publishing Section along with full specifications for the product or service required, – Enter the relevant required information about the procurement into the Integrated Management Information System (IMIS) and the Lotus Notes based Procurement Monitoring and Tracking System, – Maintain status information and generate general reports about procurement activities, – Work closely with the staff in the UNON Procurement Services Section, – Receive on behalf of the Section goods and services by inspecting the goods and or reviewing the service reports, – Keep an inventory of the raw materials used by the section for perform work including minimum stock levels and re-order alerts for procuring additional goods and services. 3) General Administration duties: – Maintain files of rules, regulations, administrative instructions, (ST/AI) and all other related official documentation pertaining to the UNON Publishing Section, – Maintain work-in-progress and completed-work files (both paper and electronic) regarding requisitions for goods and services pertaining to the Section’s procurement, – Monitor completion of payments by UNON Payments Unit regarding all purchase orders received, – Liaise with the Chief of Section about office supply needs pertaining to staff, organizing meetings, and contacting vendors, – Make data entry as required for statistical workload indicators of the work the section performs and generate spreadsheet reports, – Maintain the Imprest (petty cash) box, includes requests for additional petty cash by creating and submitting reimbursement memos.
QUALIFICATIONS
Education Completion of secondary school or its equivalent. Additional technical training, ie polytechnic and or BA equivalent diploma or degree in accounting, SQL programming, database administration, general IT, coupled with additional print production estimation, invoicing and accounting is desirable.
Work Experience A minimum of five years of relevant experience, (Accountant, Database administration with any experience in print estimation and invoicing).
Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in spoken and written English is required. Knowledge of other UN languages is an advantage.
Other Skills Knowledge of UN systems and procedures as they relate to Staff Rules and Regulations, personnel and administrative policies and procedures as well as financial rules and procedures is desirable. Proficiency in various MS Office applications (Excel, Word,) is required working knowledge of other IT applications: Peachtree Accounting and SQL server 2005 desirable.
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). English and French are the two working languages of the United Nations Secretariat. 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.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
How to apply All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2002/4 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.
Online 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. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary.
1. To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.2. After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications.3. In completing the PHP, please note that all fields marked with an asterisk must be completed.4. UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reposts to the relevant HRO/PO via fax.E-mail: Fax: +Please see the Frequently Asked Questions, if you encounter problems when applying.
