Language Programme Team Assistant

Result of ServiceThe Individual contractor will assist in the language programme administration as well as provide support to career development courses and initiatives. Work LocationNairobi Expected duration3 months Duties and ResponsibilitiesOrg. 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 (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). The position is located in the Talent Development Unit (TDU) of the Human Resources Management Service (HRMS), Division of Administrative Services (DAS), at the United Nations Office at Nairobi (UNON). TDU provides an extensive range of language and professional training courses for all staff working around the world for UNEP, UN-Habitat and UNON. The Language Programme Assistant will report to the Language Programme Coordinator and the Head of TDU. This contract is on a Part-time basis for the duration of three terms (10 weeks each) every calendar year. Purpose Administrative support to the Language Programme, finances of the Talent Development Unit as well as support in the delivery of career development courses. Duties and Responsibilities: Under the supervision of the Language Programme Coordinator and Training Assistant, the team assistants will: Language Programme Administration 1. Compile and input language student information in the language income spreadsheet i.e. coding blocks, wbse, fund centres etc. 2. Handle language programme registration i.e. receiving registration forms, advising clients on courses, class times and any other course information. 3. Prepare and post term and class schedules on the bulletin board and noticeboard. 4. Digitize end-of-term results for all students and prepare language progress reports. 5. Assist the Language teachers to invigilate Interpretation/translator examinations. 6. Conduct and maintain an inventory of all language programme books and materials. Finance 1. Prepare excel sheets on the language programme income. 2. Produce statistical reports on the language programme income. 3. Follow up the payment of students. 4. Create a sale receipt system: record all purchases of books, issue receipts and reconciliation of purchase and sales 5. Generate purchases and sales reports. Training Administration 1. Handle administrative arrangements concerning the preparation of workshops, including the management of travel arrangements for participants. 2. Handle communication with participants, trainers and organizers, and logistical preparations for training sessions. General Administration: 1. Organize and arrange the classroom set-up, ensure each class is well equipped with the required teaching equipment and stationery. 2. Set-up IT equipment for learning. 3. Maintain the training facility ensuring all training rooms are clean and tidy. 4. Keeping regular correspondence to students in case of absence of teachers and follow-up on payment from cash paying students etc. 5. Ensure all language forms are filed in order in their respective learning languages. Qualifications/special skillsThe minimum requirement is a high school diploma or equivalent is required. Excel skills and experience is desirable. 2 years of experience in administration or related field is required LanguagesProficiency in English Language is required. Additional InformationNot available. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.