UNFPA: Administrative Assistant

Vacancy No: VA/FPA/SOM/04/2011
Post Title: Administrative Assistant

Type of Contract: Fixed Term
Level: GS5

Duration: 1 year, Renewable, subject to satisfactory performance and availability of funds.
Duty Station: Nairobi

Closing Date: 21 February 2011
Organisational Unit: UNFPA Somalia Country Office

Organizational Context:

UNFPA, the United Nations Population Fund, is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.

Duties and Responsibilities:

Under the guidance and overall supervision of the International Operations Manager (IOM), the incumbent will carry out the following functions:

Administration:

• Draft responses to incoming correspondence, type and proof-read correspondence and documents utilizing the computer.
• Make flight bookings and hotel bookings for staff and missions.
• Maintain upto-to-date addresses and telephone numbers of staff, partner agencies and vendors.
• Prepare Travel Authorization (TA), calculate entitlements for staff and other UNFPA personnel travelling, support in the completion of Annual Travel Plans.
• Raise requisitions in ATLAS, receipting POs, budget checking Requisitions and prepare certification of payment for air ticket bills and other Admin related payments.
• Submit GHG Emission Calculator annually and serve as UNFPA Focal point for UNFPA Going Green Initiative.
• As the UNFPA ISECT Administrator; ensure up-to-date staff records on duty stations and their dependants for security purposes.
• Maintain up-to-date UNDSS staff movement tracking. Place confirm requests for security trainings/briefings through UNDSS office.
• Take notes at All staff and Operations meetings and prepare correspondence as directed by Operations personnel.
• Update and manage the office filing system to ensure easy and quick retrieval of information.
• Assist in the preparation of budget, provision of information for audit.
• Maintain records on assets management, preparation of reports, keep up-to-date inventory record and submit annual inventory certification letter to FASB.
• Maintain files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services
• Organization of shipments, customs clearance arrangements, preparation of documents for shipments (receive/sent), Preparation of all necessary documents, receipt of quotation, bids or proposals, their preliminary evaluation.
• Responsible for the implementation of MOSS and MORSS at Country Office Nairobi and field offices in Hargeisa, Garowe, Galkayo and Bosaso

Human Resources:

• Keep up-to-date personnel files for each individual staff member by complying to UNFPA standards and procedures and ensure that complete and relevant documentation is kept on file;
• Maintain an updated organogram of office;
• Assist field offices in personnel issues;
• Assist in medical evacuation process and contact concerned departments of United Nations System
• Performs other duties as assigned by the supervisor

Functional Competencies:

• Initiative and discretion;
• participates effectively in a team-based information-sharing environment, collaborating and cooperating with others;
• plans and produces quality results to meet established goals;
• strives for quality client-oriented services;
• executes day-to-day tasks systematically and efficiently;
• good communication skills;
• capacity to work under pressure.
• Organizes and priotizes work schedule to meet client needs and deadlines.
• Establishes, builds and sustains effective relationships within work unit and with internal and external clients.
• Anticipates client needs and addresses them promptly and diplomatically.

Corporate Competencies:

Integrity/Commitment to mandate

• Inspires confidence through personal credibility.
• themselves accountable for actions taken.
• Takes initiative to report on any deviations from established norms/practices.
• Places UNFPA interest first and foremost, including resisting political and personal pressure.
• Demonstrates personal commitment to UNFPA’s mandate and to the organizational vision.

Knowledge sharing/Continuous learning

• Takes responsibility for personal learning and career development.

Valuing Diversity:

• Shows respect, tact and consideration for different cultures in all communications.

Communicating information and ideas:

• Prepares written material in a manner that does not require corrections or editing by other.

Conflict and self management:

• Remains calm, composed and patient, regardless of her own state of mind.
• Avoids engaging in unproductive conflict

Education:

• Secondary School Education with certification in Administration and HR.
• University Degree in related fields desirable but not a requirement.

Experience:

• 4 to 5 years relevant experience in Administration/HR, preferably part of it with an International organization or the United Nations.

Languages:

• A good command of English language, both written and spoken.

Computer Skills:

• Proficiency in current office software applications.

Applications with a current CV and P11 (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/01/2011 –Driver” on the envelope should be addressed to:

The Representative
UNFPA CO Somalia
P.O. Box 28832, 00200
Nairobi, Kenya.

OR Email address: recruit.unfpasom@unfpa.org

Women are strongly encouraged to apply.

UNFPA will only be able to respond to those applications in which there is further interest.

‘UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply

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