Department/ Office
United Nations Office at Nairobi
Duty Station
NAIROBI
Posting Period
26 September 2013-26 October 2013
Job Opening number
13-ADM-UNON-30717-R-NAIROBI (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) in the UN Headquarters in Africa and the representative office of the Secretary-General. UNON supports 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 post is located in the Planning and Coordnation Section (PCS)/Contractual Translation Unit in the Division of Conference Services (DCS), UNON
Responsibilities
Under the direct supervision of Chief Contractual Translation Unit and in close collaboration with Documents Control Unit and Contractual Services Unit, the incumbent is responsible for the following:
- Reviews electronic requests for contractual translation services.
- In consultation with the Supervisor, contacts proposed contractors to establish availability and to provide them with details of the job, fee structure and negotiate with the contractors. Upon acceptance by the contractor submits document and electronic references to the chosen contractor.
- Creates electronic contracts in accordance with agreed fee structure.
- Monitors that submission deadlines are met and completed work is received from the contractors, discuss any problems with the supervisor and distributes documents for formatting if necessary.
-Upon completion, signs the job out in the Documents, Conference and Production Management System (DCPMS).
- On completion of work, prepares the contracts for certifications of completion and availability of funds prior to forwarding to Accounts Section for payment. Keeps records of contractor's earning details.
- In cooperation with Procurement Section, assists the Supervisor in the preparation for bidding exercises for commercial companies and assessment of bids received.
- Reviews comments from Translation Units and Editorial Control on the quality and acceptance of contracted work and draws attention if there is short-coming in work provided
- Provides statistical information on all aspect of the work of the Unit as well as cost related thereto and prepares analysis for the supervisor.
- Maintains and updates the roster of individuals contractors and agencies and provide Human Resources Management Services and Accounts Section all necessary information.
- Adapts procedures for the processing of the work through the Unit and provides the supervisor with recommendations relating to policies and procedures for outsourcing of documentation.
- Maintains Contractual Operations inputs into the DCPMS.
- Assists the supervisor in providing information to the IT programmers on the area needed in the expansion and enhancement of the systems.
- Assists contractors with obtaining and using remote access token (citrix)through access to the in-house database as well as easier transmission of documents.
- Act as focal point for contractual translation outsourced by DCS/UNON to other duty stations.
- Performs other duties as assigned.
Competencies
Professionalism: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations; 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.
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; Demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; Is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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.
Education
Completion of Secondary education or equivalent. Supplemental course in Office administration, office management, project management or other related field desirable.
Work Experience
A minimum of six years of progressive responsible experience in administrative services, finance or human resource services or related fields are required.
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. Knowledge of another United Nations Officials language is an advantage.
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
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.
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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