United Nations Assistance Mission in Somalia Senior Staff Assistant Jobs in Kenya
Org. Setting and Reporting
This position is located in the Front Office of the Special Representative of the Secretary-General for Somalia (SRSG) within the United Nations Assistance Mission in Somalia (UNSOM) and is based in Mogadishu. The incumbent will report to the Special Assistant of the SRSG and the Special Representative of the Secretary-General (SRSG).
Responsibilities
Within limits of delegated authority, the Senior Staff Assistant will be responsible for the following duties:
Manages the calendar of meetings and appointments of the SRSG with Heads of Missions, members of the government, diplomats, heads of international organizations, dignitaries and officials of high-ranking positions.
Reads all the correspondence, both incoming and outgoing, takes the decision about priority to be given to documents and where necessary consulting the Senior Special Assistant and the SRSG. The incumbent routes and distributes routine and confidential material; maintains political, constitutional, electoral, Code Cables and general management files.
Screens and prioritizes all incoming correspondence, compiles relevant background documents and references, identifies issues requiring the SRSG’s attention and refers others to relevant officers for appropriate disposition, monitors and follows-up on actions to be taken.
Prepares and administers the SRSG’s travel programme, organizes documentation for business trips and meetings. Keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of the Senior Special Assistant and the SRSG.
Assists in the overall administration of the mission, provides substantive and administrative support in managing priorities and work flow in the office of the SRSG, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.
Handles a wide range of administrative duties and processes, leave requests, attendance records, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference rooms booking, etc.
Serves as communications link between supervisor and senior staff on behalf of supervisor.
Liaises with the relevant administrative and human resources offices as required.
Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinates enhancements as necessary.
Performs other duties as assigned.Competencies
Professionalism – Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs. Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter.
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.
Planning & Organizing – Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
Education
High school diploma or equivalent is required. Additional technical training in secretarial or administration is highly desirable.
Work Experience
A minimum of eight (8) years of progressive experience working in a political department and/or for a high-ranking UN Official is required.
A minimum of five (5) years’ work experience in the Front Office of a Senior Official is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this position fluency in English, (both oral and written) is required.
How to Apply
For more information and job application details, see; United Nations Assistance Mission in Somalia Senior Staff Assistant Jobs in Kenya
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