UNICEF Administrative Assistant Job in Nairobi Kenya

United Nations Children’s Fund (UNICEF)
 

Kenya Country Office

Vacancy Announcement   “KCO/ADM/2014-066”

Duty Station: Nairobi

Vacancy: Administrative Assistant, GS-4

Type of Contract: Fixed Term

Reference # 90684

Date of Issue: 21 October 2014

Closing Date: 03 November 2014

Applications are hereby invited from suitably qualified candidates to fill the above Fixed Term position in the Administration Section of UNICEF Kenya Country Office (KCO).

Purpose of the Post: Under supervision of Administrative Officer (Travel and Transport), performs a variety of general Admin services in the area of transport management, protocol and tracking the invoices related to travel services for KCO and ESARO.

Major Duties and Responsibilities:
 

1. Receives requests for transport from RO and KCO and assigns appropriate means of transport from the UNICEF vehicle pool or outsourced car hire based on the most cost-effectiveness within the set standards operating procedures.  Brings to the attention of the supervisor any abnormalities in the use of transport paid for by the organization and proposes corrective measures.

2. Assists the supervisor in the preparation of Travel Authorizations (TAs) for both local and international travel for KCO within UNICEF rules related to travel entitlements. Assists staff members by processing requests for visas for official travel. 

Updates the profile of Embassies and share with staff the requirements of visa – when needed; Files all documents on Travel Authorisations and Visas and make sure that they are kept in a safe place.

3. Makes hotel reservations and necessary logistic arrangements for conferences / workshops related to RO and KCO activities.

4. Follow-up on the usage of office vehicles, ensures that drivers are fully conversant and adhere to UNICEF driving rules for their safety and that of authorized passengers. Liaise with the relevant staff in charge of vehicles maintenance to ensure that vehicles are regularly serviced and any default timely repaired.

5. Guide international staff and their dependants by providing information about the Host Country Unit for further processing of re-entry passes, identity cards, drivers’ licenses and other necessary personnel-related documents, in accordance with the requirements of the United Nations and the country of the duty station.

6. Any other duty that may be assigned by supervisor for the achievement of office objectives.

Required Qualifications:
 

Completion of secondary education.  

Ability to operate a computer and basic ability in Microsoft word, excel.
  
Experience: Four years general clerical work, which should include a good knowledge of standard clerical practices and procedures.  

Language:  Good knowledge of the local language and one or two languages of the organization.  

Competencies:
 

i)  Core Values (Required)

• Commitment      
• Diversity and Inclusion     
• Integrity

ii) Core Competencies (Required)

• Communication [Level II] 
• Working with People [Level II] 
• Drive for Results [Level II]

iii) Functional Competencies (Required)

• Analysing, [Level II]
• Applying Technical Expertise, [Level II]
• Planning and Organizing, [Level II]
• Following Instructions and Procedures, [Level II]

Interested and suitable candidates should ensure they forward their applications along with their curriculum vitae, P11 (CLICK HERE to download) (internal candidates should attach copies of their last two Performance Evaluation Reports), to:

The Human Resources Manager
UNICEF Kenya Country Office
Email address: kenyahrvacancies@unicef.org

Please indicate Reference No. “KCO/ADM/2014-066” in the email subject

“Qualified female candidates are encouraged to apply”
 

Zero tolerance for sexual exploitation and abuse  
 

UNICEF is a smoke-free environment