United Nations Team Assistant Jobs in Kenya
Org. Setting and Reporting
The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes.
The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO Standards and Recommended Practices (SARPs), policies, requirements, decisions and air navigation plans. The Regional Office also provides technical guidance and assist States with implementation.
The position formally reports to the Designated Regional Officer(s) that he/she supports and administratively to the Deputy Regional Director and the Administrative Officer in meeting responsibilities and performing his/her (their) duties. Specific instructions and directives will be provided in consultation with the Regional Director/Deputy Regional Director on special tasks or complex issues.
Responsibilities
Assists designated Regional Officers with the timely implementation of supporting activities relating to the ICAO Business Plan, Operating Plan and Regional Office Work Programme, achieving results such as:
Assist Regional Officers with the compilation of inputs for inclusion into the Regional Office Operating plan, Work Programme and overall alignment with ICAO’s Business Plan.
Support designated Regional Officers in the timely implementation of activities included in the Regional Office Work Programme and Operating Plan and assist in tracking progress including identifying any deviations to plans and assist with remedial actions as appropriate.
Coordinate upcoming offsite and onsite missions and assist with necessary administrative arrangements such as travels and security clearances of the Regional Officers.
Ensure and assist with the timely submission of mission reports, circulating to the relevant offices and ensuring records are filed appropriately.
Assists the Regional Officers with the digital management of internal and external communications, including maintaining contact lists, drafting and proofreading various correspondence and documentation, publishing content on the official website, filing and digital record keeping, achieving results such as:
Update regularly the contact lists for the various projects, focal points, forums and states coordinated by the Regional Officers.
Ensure that communication such as State Letters, memoranda, emails, summaries of discussion, meeting minutes and reports, discussion papers and presentations, briefing notes and technical documentation are free from errors, accurate, complete and precise and conform with organizational standards for style, design and content management.
File and archive all official records promptly and efficiently following established organizational record-keeping practices, including meeting and mission reports, discussion papers and presentations and other meeting documentation, technical documents, State letters and other correspondence.
Maintain information published on the official website to ensure it is up to date, fully functional and conforms with organizational standards for style, design and content management.
Assists in the preparation of correspondence, documents, reports and information of general nature, achieving results such as:
Develop presentations and other outreach material, format and publish working/information papers, upload meeting documentation on the meeting website on time, prepare and oversee tracking collation and distribution of meeting documentation.
Format and publish working/information papers for meetings convened by the designated Regional Officers. Liaise with State Authorities and international organizations concerned in relation to the preparation of meeting papers and advising as necessary ICAO provisions.
Research, retrieve and collate information for input to the drafting of information/working papers for seminars/workshops and meetings.
Maintain an efficient recording system of follow-up actions on recommendations made by regional technical meetings for which the designated Regional Officers have primary responsibility, including but not limited to recommendations made by implementation of Regional Groups (APIRG) and RASG/AFI meetings, AFI Plan etc. Maintain records of action taken/or required and keep Regional Officers abreast of progress.
Assists the Regional Officers with management of meetings, seminars, workshops and similar events in terms of logistical arrangements, technical material and follow-up actions, achieving results such as:
Update regularly the registers of ICAO and joint partners events (e.g. annual meeting programs, planning spreadsheets, office website lists etc) as necessary to reflect the meeting plan.
Prepare and issue letters of invitation, collect and preview meeting documentation, including working papers, information papers and presentations and acknowledge their receipt and compile the meeting report.
Liaise with States’ authorities, regional bodies and international organizations concerned in relation to the preparation of meeting papers and advising as necessary ICAO provisions.
Assist designated Regional Officers with the conduct of regional technical meetings, workshops and seminars within and outside the Regional Office, compile draft meeting reports and information papers and presentation related to meetings, seminars and workshops arranging for the meeting documentation to be uploaded on the ICAO ESAF website.
Prepare and oversee the tracking, collation and distribution of meeting documentation.
Performs other related duties, as assigned.
Education
Essential:
Completion of secondary school education.
Desirable:
Project Management and administration training is desirable. University education is an asset.
Work Experience
At least four years of progressively responsible experience in office administration in a public or private organization, is required.
Experience in office management, communication and coordination tasks, maintenance of records and file, modern office technology, is required.
Experience working in a multi-national and multi-cultural environment, is required.
Experience in administrative policies, protocols and procedures of the UN or large multinational organization, is desirable.
Experience in international civil aviation administration, an airline, airport authority or similar aviation related organization, is desirable.
Languages
Essential:
Fluent reading, writing and speaking abilities in English.
Desirable:
A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
How to Apply
For more information and job application details, see; United Nations Team Assistant Jobs in Kenya
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