United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The Office of Internal Oversight Services (OIOS) is an independent office reporting to the Secretary-General and the General Assembly. The Investigations Division of OIOS follows up on reports of possible violations of rules or regulations, mismanagement, misconduct, waste of resources or abuse of authority. The position is located in the Nairobi Regional Office of the Investigations Division of OIOS.
Responsibilities
Under the supervision of the Chief of the Section, the incumbent will provide administrative assistance to the Investigations Division:
1. Administrative and Secretarial Support:
Format and finalize confidential reports and correspondence; Handle telephone calls, attendance records and telephone billing; Maintain up-to-date work unit files; Pre-encumber in IMIS, process and follow-up on administrative arrangements; Monitor accounts and payments to vendors and individual contractors; Identify office utility and technology needs; Arrange appointments, conferences and meetings for Section staff and other OIOS staff; Maintain administrative files; Photocopy, fax and send confidential documents via registry; Attend meetings and conferences; Ensure that all significant material is transmitted to Citrix and ICMS; Manage office supplies and equipment;Organize official visits to OIOS.
2. Budget and Financial Functions:
Update budget sheets and send monthly reports; Assist in preparation of budget performance submissions; Review requisition of goods, stock and services; Review and monitor the budget.
3. Investigations Functions:
On a strict and confidential basis, assist the investigators; Open files in ICMS for newly predicated cases; Maintain case files; Ensure safekeeping of all Investigations Division/OIOS Nairobi confidential case-related files; Assist in proof reading and finalizing reports.
4. Perform other related duties as assigned.
Competencies
Professionalism:
-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
-Proven ability to maintain confidentiality in regard to official duties
Communication:
-Speaks and writes clearly and effectively
-Listens to others, correctly interprets messages from others and responds appropriately
-Asks questions to clarify, and exhibits interest in having two-way communication
-Tailors language, tone, style and format to match the audience
-Demonstrates openness in sharing information and keeping people informed
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
Accountability:
-Takes ownership of all responsibilities and honours commitments
-Delivers outputs for which one has responsibility within prescribed time, cost and quality standards
-Operates in compliance with organizational regulations and rules
-Supports subordinates, provides oversight and takes responsibility for delegated assignments
-Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
Completion of secondary school education or equivalent. Supplementary training in secretarial, office administration, office management or other related fields desirable.
Work Experience
A minimum of five years progressively responsible experience, of which three should be within the UN system in the field of finance, accounting, human resources, administrative services or other related fields.
Languages
English and French are the working languages of the UN Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second UN language is an advantage.
United Nations Considerations
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). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
Special Notice
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.
No Fee
THE 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.
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