Job Administrative Assistant, Nairobi

Closing Date: Thursday, 20 May 2010

Administrative Assistant, G-6
DEADLINE FOR APPLICATIONS:	20 May 2010
DATE OF ISSUANCE:	20 Apr 2010
ORGANIZATIONAL UNIT:	United Nations Office at Nairobi
DUTY STATION:	Nairobi
VACANCY ANNOUNCEMENT NUMBER:	10-ADM-UNON-424033-R-NAIROBI

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Remuneration Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Responsibilities The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports global programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT), as well as other UN agencies in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Procurement, Travel and Shipping Section (PTSS)/UNON. Under the supervision of the Chief Procurement Officer (CPO), the incumbent will perform the following functions:- 1. Administer VAT Exemption Application Database:- Advise suppliers of goods, services and works to the United nations of UN VAT exemption procedures; Record and maintain VAT exemption case files of the original pro-foma invoices from vendors; Verify pro-foma invoices against the purchase orders/contracts requirements and notify vendors of any errors or modifications; Process online VAT exemption applications and liaise with the Host Country Relations Unit (HCRU) for submission to the Ministry of Foreign Affairs and the Kenya Revenue Authority (KRA); Receive VAT exemption certificates and liaise with vendors for collection of the same and inform vendors of status of application; Maintain an up to date database of VAT exemption applications and certificates. 2. Vendor registration assistance:- Submit a Vendor Registration Application(VRA) and the pertinent instructions to the company which expresses interest in registering as a vendor to the United Nations; Receive vendor registration forms and documents for review in the VRA; Evaluate vendors and determine the suitability for registration of a potential vendor; Disqualify applicants who fail to fulfill the established minimum standards and register successful vendors on the vendor databases; Maintain updated vendors registration case files and regular reporting on vendor performance. 3. Serve as Bid Opening Official:- Perform public bid opening activities in accordance with established UN procurement guidelines and UN Financial Regulation and Rules; Receive, record and safeguard submission sent by email, courier services, hand delivered and online; Publicly open submissions by utilizing the UN bid opening procedures applicable to the different solicitation methods. 4. Perform other related duties as signed.

Competencies Professionalism: Knowledge and understanding of purchasing and supplies procedures, ability to communicate effectively with vendors; Shows pride in work and in achievements; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges. Teamwork: Works in collaboration with colleagues to achieve organizational goals; Is willing to learn from others. Planning and Organizing: Identifies priority activities and assignments; Adjusts priorities as required, allocates appropriate amount of time and resources for completing work.

QUALIFICATIONS

Education Completion of secondary education is required; higher education certificate and/or additional training in procurement is highly desirable.

Work Experience A minimum of six years of relevant and progressive experience in procurement.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

Other Skills Familiarity with UN software applications such as MS Word, Excel and Access required; and working knowledge of Integrated Management Information System (IMIS) desirable.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

How to apply All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary. To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password. After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications. In completing the PHP, please note that all fields marked with an asterisk must be completed. UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax. E-mail: Recruitment@unon.org, Fax: 254-20-762-4212 Please see the Frequently Asked Questions, if you encounter problems when applying.