The temporary 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 under the direct supervision of the Programme Management Officer.
For more information on UNODC, please visit the website www.unodc.org
Responsibilities
•Provide administrative support to the Representative ensuring the smooth and efficient functioning of the Representative's office.
•Assemble briefing materials and prepare various documents for the Representative.
•Support the Representative in managing his/her calendar and schedule of appointments and meetings.
•Arrange travel arrangements, including flights and hotel bookings, and other logistics such as organising transfers, conference access and badges, for the Representative and/or other Front Office staff as required, including following up on issuance and clearances for internal processes.
•Under the guidance of the Programme Management Officer (Programme Management and Analysis), undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office of the Representative.
•Administer and monitor the office leave plans and attendance system.
•Maintain organized the Representative's contacts for easy access and reference.
•Facilitate the flow of information/communication between the Representative’s Office and pillars/global programmes within office.
•Review, prioritize and route correspondence to and from the Office of the Representative.
•Implement in a timely manner assigned tasks and keep the Representative abreast of progress.
•Review and draft routine correspondence, update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. and ensure completeness and correctness, for internal clearances and onward signature of the Representative's signature.
•Respond and/or direct inquiries to the appropriate pillar/programme/project or staff for timely action and/or response.
•Create, maintain and update a filing system for staff records.
•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, specifically for all HR related matters, but not limited, involving liaising 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.
•Provide general office assistance; respond to information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
•Update and maintain the Field Office Staffing Information (FOSI) in the Programme and Financial Information Management System (ProFi) portal.
•Provide guidance/training to incoming consultants, individual contractors and junior staff.
•Perform other work-related duties as assigned.
Job Requirements
Required education
: High, secondary school
Required relevant work experience
: 5 years
Required languages:
English (Spoken: fluent | Written: fluent)
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