TEAM ASSISTANT (Temporary Job Opening)

Org. Setting and ReportingThe United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), the Resident Coordinator System (RCS) and Kenya Common Back Office (KCBO) as well as other United Nations offices in Kenya and globally by providing administrative, conference and information services (www.unon.org). This position is located in the Facilities Management and Transport Section (FMTS) under Commercial Operations Unit (COU) of UNON. The FMTS oversees the maintenance services (i.e. mechanical, electrical, cleaning, waste management and landscaping) construction works on the Compound and Management of the Commercial Operations Unit (COU). Under the supervision of the Senior Administrative Assistant, the incumbents will be responsible for the following; ResponsibilitiesCOMMISSARY • Receive and review applications for access to the UN Commissary and ensure they are in line with rules and regulations governing the access. Process new and renewal applications, forward for approval. • Receive and inspect all incoming containers when required. Follow a checklist to ensure goods received comply with the host country agreement list of approved categories of goods and ensure that no tampering has taken place. • Process access to the Commissary for the UN Gigiri conference delegates as required. FUEL STATION • Receive and review applications for fuel RFID tags and ensure that they are in line with rules and regulations governing issuance of such cards for the UN fuel station. Process the paperwork, and fuel applications using the Fuel Integrated Management System. • Handle customer queries and complaints in a timely manner by email, letter, telephone. Escalate problems, sensitive issues or concerns to the supervisor. • Receive and inspect fuel deliveries with the assistance of the Fuel Station Manager. Check container seals and dip readings and sign off on the delivery note. Forward the delivery documents to the COU finance assistant for processing. Report on queries or where you suspect fuel contamination to supervisor. EVENTS AND WELLNESS CENTRE (UNEWC) • Answer customer queries and/or forward the query to the appropriate UNEWC staff to handle more complex client requests. COU ADMINISTRATION • Maintain and efficient filing system for COU activities and ensure documents are filed on a daily basis. • Respond to client inquiries by email and phone. • Provide information to clients when approached on how to participate or apply for COU services. • Handle incoming and outgoing mail, distribution of documents. • Order consumables for COU - e.g., office supplies. • Maintain the unit's leave records. • Perform weekly restaurant check list. • Book COU official visitors. • 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 relevant duties as required. CompetenciesPROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. PLANNING AND 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. 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. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. EducationCompletion of High school diploma or equivalent is required. Additional qualifications in front office operations is desirable. Supplementary courses or training in Business Administration or a related field is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of three (3) years progressively working experience in customer service and front desk operations is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Experience in customer support using Enterprise Resource Planning (ERP) systems is required. Experience working with vendors and clients in cooperate, local Non-Governmental Organizations or International organization is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages specified. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).