Sep 22, Department of Global Communications Public Information Assistant – Temporary Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This position will be located in the Visitors Service, United Nations Information Centre (UNIC) Nairobi. The incumbent will report directly to the Associate Public Information Officer and is under the overall supervision of the Director of UNIC Nairobi. Under the direct supervision of the the Associate Public Information Officer, the incumbent will be responsible for the following tasks:

Responsibilities

• Provides general office support services to help ensure the smooth functioning of the Visitors Service.

• Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.

• Proofreads written products for completeness and grammatical and typographical accuracy.

• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

• Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.

• Receives phone call and visitors and responds to general information about tour bookings and the UN, routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required.

• Maintains files (both paper and electronic) and databases for work unit.

• Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.

• Processes and deposits the guided tour transactions at the bank; issues receipts to visitors; accurately applies payments received for accounts receivables and forwards reports to the accounting office weekly and other offices as requested.

• Assists the UNIS Administrative Assistant and performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.).

• Photocopies a variety of documents and other materials.

• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.

• Delivers urgent mail/messages.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning

and decision making.

• Assists with visualizations and updating information material such as web pages or brochures.

• Performs other duties as assigned.

Competencies

Professionalism: Knowledge of general office and administrative support. Knowledge of administrative policies, processes and procedures. The ability to perform analysis, modeling and interpretation of data in support of decision-making; Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for

team accomplishments and accepts joint responsibility for team shortcomings.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.

Education

Completion of a high school diploma or equivalent is required.

Supplemental courses in public relations, marketing, communications, or other relevant fields are desirable.

Work Experience

A minimum of two years of working experience in general office support or related area is required. The minimum years of relevant experience is reduced by two years for

candidates who possess a first level University degree.

Experience in public communications support or related area is desirable.

Experience with the United Nations or other International organizations is desirable.

1 (one) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised fluency (oral and written) in English is required. Knowledge of Kiswahili/Swahili is desirable.

How to Apply

For more information and job application details, see; Department of Global Communications Public Information Assistant – Temporary Jobs in Kenya

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