Post Title: Office Assistant
Contract Type: Service Contract
Direct Supervisor: Programme Manager
Duration: One year, with possibility of renewal subject to good performance and availability of funding.
Office location: Amkeni Wakenya
Date of Issue: 2 September 2011
Closing Date: 16 September 2011
Under the overall guidance of the Programme Manager-Amkeni Wakenya, the office Assistant performs general administrative support functions, ensuring effective co-ordination, planning and monitoring of office administration, logistics, reporting and communication.
He/she demonstrates a client-oriented approach, tack and ability to work with people of different nationalities and cultural backgrounds.
The office assistant in close liaison with Programme Manager-Amkeni Wakenya shall provide telephone communication and general reception and information services ensuring high quality and accuracy of work as well as manage the resource centre.
Functions / Key Results Expected
Duties and Responsibilities:
1. Ensure the provision of front-desk service focusing on achievement of the following results:
§ Monitoring of all visitors to the office in liaison with the office security; assistance to visitors by providing directions and accurate information related to Amkeni Wakenya.
§ Set up, update and maintain directories, telephone and email lists, and office records and file reference guides and manuals.
§ Operation and management of the telephone switchboard in accordance with appropriate protocol.
§ Assist with management of office stationery; maintain and update records of all stationery; maintenance of stationery stock database/spreadsheet and processing of replenishment before available stock is exhausted.
§ Monitor and ensure the reception area is clean and tidy so as to present the correct image of Amkeni Wakenya.
§ Management and planning of the front desk coverage.
§ Administrative support to organization of conferences, workshops, retreats
§ Managing the resource centre
2. Manage resource centre focusing on achievement of the following results:
§ assistance to visitors who want to use the resource centre by providing accurate information on materials and resources available at the centre
§ setting up visitors at the stations in the resource centre
Skills and competencies:
§ Demonstrates integrity by modelling the UN’s values and ethical standards.
§ Promotes the vision, mission, and strategic goals of UNDP.
§ Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
§ Treats all people fairly without favouritism.
§ Excellent knowledge of the Protocol procedures
§ Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
§ Ability to produce high quality work and meet deadlines under pressure
§ Reliable by displaying open, transparent and credible behaviour
§ Willingness and ability to promote a learning environment and development of self and team competencies
§ Listening actively and responding constructively to others’ ideas and viewpoints
§ Good interpersonal skills
§ Good negotiating, networking and problem-solving skills.
§ Planning, prioritizing and delivering of tasks on time
§ Use of information technology effectively as a tool and resource
§ Responding constructively to feedback and correction
§ Exercise professionalism, tolerance, mental alertness and tact while dealing with urgent and sensitive issues;
Requirements and qualifications
§ Completion of secondary education.
§ At least 2 years of relevant administrative experience.
§ Experience in the usage of computers and office software packages (MS Word, Excel, etc.) would be advantage.
§ Previous work with UNDP or any other UN Agency is desirable.
§ Good command of oral and written English and Kiswahili VI. Terms of Service
Incumbents to these positions shall be entitled to an attractive remuneration package commensurate with their qualifications and experience, which will be negotiated with the successful applicants.
This is a non-staff contract under the Service Contract modality of hiring of the UNDP. Individuals engaged under a SC serve in their individual capacity and not as representatives of a government institution, corporative body or other authority external to UNDP.
Therefore the incumbents shall not be considered as staff of UNDP, the UN system or the Government and therefore are not entitled to any diplomatic privileges, or to any other special status or conditions.
Interested and qualified persons should apply on the UNDP Kenya e-Recruitment portal located on the UNDP Kenya website – www.ke.undp.org
. Select “e-Recruitment Portal” under “Operations/Human Resources”. Applications received via other means will not be accepted.
Applicants are required to fill and sign a UNDP P11 Form and submit it together with the application letter
The P11 Form can be obtained from the above link
UNDP will only be able to respond to those applications in which there is further interest.
UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process. If you have any questions as to vacancy announcements you may have received, please refer to this website.
“UNDP is an equal opportunity employer which strives to achieve overall balance in its staffing patterns”.
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