Liaison Assistant

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Position Title: Liaison Assistant
Location: Nairobi
Country: Kenya
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa and is responsible for supporting the implementation of various UN programs, including the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat). Established to facilitate the UN's operations in Kenya, UNON provides essential administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, conference, and information services to various UN offices in the region. The organization is committed to promoting gender equality and diversity within its workforce, ensuring that all staff members contribute to a collaborative and inclusive work environment.

Job Overview:
The Liaison Assistant position is situated within the Central Support Services (CSS) of UNON, specifically in the Host Country Services Unit (HCSU). The incumbent will report directly to the Manager of HCSU and will be tasked with a variety of responsibilities that include managing records, overseeing departure procedures for staff, archiving documents, and assisting in data reporting and analysis. This role is crucial for ensuring that the administrative functions of the unit run smoothly and efficiently, thereby supporting the overall mission of the United Nations in Kenya. The Liaison Assistant will play a key role in maintaining the integrity of records management and ensuring compliance with established policies and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Liaison Assistant include executing the records management function of the Unit, which involves sorting and filing documents, tracking correspondence, and ensuring that retention schedules are adhered to. The incumbent will also manage exit procedures for staff members, ensuring that all necessary steps are completed efficiently. This includes liaising with protocol assistants and monitoring clearance requests. Additionally, the Liaison Assistant will oversee the archiving process, preparing records for transfer to the Central Archives Unit and ensuring the accuracy of documentation. Reporting duties will involve collecting and analyzing data, preparing presentations, and assisting with the automation of data processes. The role may also require performing other related duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, along with a technical or vocational certificate in Records and Information Management. A minimum of seven years of relevant experience in an international or diplomatic organization is required, with a reduction of two years for those holding a first-level university degree. Direct experience with the administration of privileges and immunities in Kenya is essential, as is formal training in Records and Information Management. Proficiency in designing and deploying analytics and reports in data visualization applications is also required, along with knowledge of UN policies and procedures.

Educational Background:
The educational background required for this position includes the completion of a high school diploma or equivalent. Additionally, a technical or vocational certificate in Records and Information Management is mandatory. Candidates with a first-level university degree may have a reduced experience requirement, highlighting the importance of formal education in this field.

Experience:
The position requires a minimum of seven years of progressively responsible experience in relevant fields, particularly within international or diplomatic organizations. Candidates with a first-level university degree can have this requirement reduced by two years. Experience in managing records, understanding the administration of privileges and immunities, and familiarity with data analytics and visualization tools are critical for success in this role.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another official UN language, such as French, is desirable. Fluency is defined as a rating of 'fluent' in all four areas: reading, writing, speaking, and understanding, while knowledge is considered a rating of 'confident' in two of the four areas.

Additional Notes:
This appointment is for an initial period of one year, with any extensions subject to the availability of funds. The position is based locally, meaning that candidates must be recruited from within the country or commuting distance of the office. The United Nations emphasizes the importance of gender balance and encourages female candidates to apply. All applicants must ensure that their application forms are complete and up to date, as this information is crucial for the hiring manager's assessment. The United Nations does not charge any fees during the recruitment process, and candidates are advised to follow all application instructions carefully.