Job title: Office Assistant
Vacancy code VA/2012/B5303/740
Position title Office Assistant
Department/office AFO, Kenya
Duty station Nairobi, Kenya
Contract type Local ICA Support
Contract level LICA-1
Duration 6 Months
Application period 10-Jul-2012 to 18-Jul-2012
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Background Information - UNOPS
“UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.”
-Ban Ki-moon, United Nations Secretary-General
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.
Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.
By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.
UNOPS employs around 3,500 personnel annually and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries.
UNOPS is committed to achieving a truly diverse workforce.
Background Information - Kenya
The Kenya Operations Centre (KEOC), under the Africa Regional Office, is responsible for projects entrusted to UNOPS in East Africa; its main clients include UNDP, UNICEF, UNEP, World Bank, African Union and Governments.
Background Information - Job-specific
Under the guidance and supervision of the Finance Associates, the Office Assistant in the UNOPS Kenya Operations Centre provides a variety of tasks that includes management of files and records including finance specific databases, logs for payment requests from internal and external stakeholders, filing in accordance to the filing system used. Locate and retrieve material from the files when requested. The incumbent will also be required to undertake basic office duties.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Add new material to file records, and create new records as necessary.
Answer questions about records and files.
Assign and record or stamp identification numbers or codes in order to index materials for filing.
Transfer out-dated materials to inactive storage according to file maintenance guidelines and/or legal requirements.
Enter document identification codes into the system in order to determine locations of documents to be retrieved.
Find and retrieve information from files in response to requests from authorized users.
Keep records of materials filed or removed, using logbooks or computer records.
Modify and improve filing systems.
Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.
Scan or read incoming materials in order to determine how and where they should be classified or filed.
Track materials removed from files in order to ensure that borrowed files are returned.
Design forms related to filing systems.
Co-ordinate all administrative requirements of the Finance office.
Perform other duties as will be assigned, from time to time.
Creativity and innovation
Planning and Organizing
Use of relevant MS Office tools like Microsoft Access
Ability to perform a variety of standard tasks related to resources management,including screening and collecting documentation, filing, provision of information;
Ability to adhere to work assignments and meet designated deadlines.
Demonstrated drive for continuous improvement and incorporation of lessons learned and best practices into business process routines
Demonstration of professional behaviour and personal ethics, transparency and openness to encourage respect and similar behaviour from colleagues in the workplace
The required minimum years of relevant experience is 1 year.
Secondary Education is required. Diploma or Certificate in Information Science - Records Management, Business Administration, Computer Studies or related fields would be an asset.
Fluency in written and oral English required.
Prince2 or similar project management certification an asset.
How to Apply:
Deadline: 18th July 2012