Team Assistant

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

Job Details

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the United Nations headquarters in Africa and represents the Secretary-General. Established to support the implementation of various UN programs, including the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat), UNON provides essential administrative, conference, and information services. The organization operates not only in Kenya but also supports other UN offices globally, emphasizing its role in facilitating international cooperation and sustainable development. UNON is committed to fostering a diverse and inclusive work environment, with a focus on gender equality and the empowerment of women.

Job Overview:
The Team Assistant position at UNON is integral to the Facilities Management and Transport Section (FMTS) under the Commercial Operations Unit (COU). The role involves a variety of administrative tasks aimed at supporting the operational efficiency of the unit. The incumbent will be responsible for managing applications for access to the UN Commissary, processing fuel RFID tags, and handling customer inquiries. Additionally, the position requires maintaining an efficient filing system, responding to client inquiries, and assisting with data collection and analysis. The Team Assistant will work under the supervision of the Senior Administrative Assistant and is expected to demonstrate professionalism, planning, and client orientation in their daily tasks. This role is crucial for ensuring that the administrative functions of the COU run smoothly and effectively, contributing to the overall mission of the United Nations in Kenya.

Duties and Responsibilities:
The duties and responsibilities of the Team Assistant include:

• Receiving and reviewing applications for access to the UN Commissary, ensuring compliance with regulations.
• Processing new and renewal applications and forwarding them for approval.
• Inspecting incoming containers to ensure compliance with the host country agreement.
• Processing access for UN Gigiri conference delegates.
• Managing applications for fuel RFID tags and processing paperwork using the Fuel Integrated Management System.
• Handling customer queries and complaints via email, phone, and in-person.
• Inspecting fuel deliveries and reporting any issues to the supervisor.
• Maintaining an efficient filing system for COU activities and ensuring timely document filing.
• Responding to client inquiries and providing information on COU services. 1
• Managing incoming and outgoing mail and ordering office supplies. 1
• Maintaining leave records and performing weekly restaurant checklists. 1
• Assisting with data collection, analysis, and preparation of reports for decision-making. 1
• Updating information materials such as web pages or brochures. 1
• Performing other relevant duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additional qualifications in front office operations are desirable, as well as supplementary courses or training in Business Administration or a related field. The role requires a strong understanding of general office and administrative support, including knowledge of administrative policies and procedures. Candidates should demonstrate professionalism, efficiency, and a commitment to gender equality in the workplace.

Educational Background:
The educational background required for this position includes the completion of a high school diploma or equivalent. Additional qualifications in front office operations and supplementary courses in Business Administration or related fields are considered desirable. This educational foundation is essential for effectively managing the administrative tasks associated with the role.

Experience:
A minimum of three years of progressively responsible experience in customer service and front desk operations is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Experience in customer support using Enterprise Resource Planning (ERP) systems is essential, along with experience working with vendors and clients in corporate, local non-governmental organizations, or international organizations. Desirable experience includes at least one year in data analytics or a related area.

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 United Nations 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 defined as a rating of 'confident' in two of the four areas.

Additional Notes:
The appointment for this position is for an initial period of one year, with any extension subject to the availability of funds. This position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office, regardless of their nationality. Staff members in this category are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance in its workforce and strongly encourages female candidates to apply. Additionally, reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process.