Documents Assistant Jobs at United Nations Office at Nairobi in Kenya today 2013

Job Title: DOCUMENTS ASSISTANT (Supervisor),

G7 Department/ Office: United Nations Office at Nairobi Duty Station: NAIROBI Posting Period: 20 April 2012-20 May 2012 Job Opening number: 12-CON-UNON-22365-R-NAIROBI (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. 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 office in Kenya, by providing administrative, conference and information services ( The post is located in the Document Control Unit (DCU) within the Planning and Coordination Section (PCS) of the Division of Conference Services (DCS), UNON. Responsibilities Under the direct supervision of the Chief, Document Control Unit, the incumbent will provide administrative support in relation to the management of DCU by performing the following duties: (1) Planning and monitoring production of documents by: scheduling document-processing chain; distributing plans to the sections and language units; monitoring production plans; provides guidance on meeting of deadlines and production cost-effectiveness; preparing work schedules; (2) Perform the duties of a team leader in the Document Control Unit and distributing work to Documents Control Assistants working within the unit. (3) Allocate document slots according to United Nations rules governing slotting and monitor the forecast calendar in DCPMS (4) Monitoring work in progress and prepare statistics on progress and completion of documentation; (5) Provide training and guidance to clients translators and text processors in the use of DCPMS and the reports within the DCPMS system (6) Coordinating documentation and requirements at meetings within and outside the headquarters; (7) Preparing statistical reports from the Document Control and Performance Monitoring System (DCPMS) and prepare financial statistics for invoicing clients, (DCS cost recovery system); (8) Monitor document submissions to verify that they comply with the rules and regulations governing official documentation originating from within or outside the secretariat. (9) Receiving and replying to all incoming e-mail correspondence on documentation; (10) Advising the Meeting Coordination Unit on computer hardware and software requirements (DCU requirements) for meetings held outside Nairobi. (11) Performing any other duties that may be 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. 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.

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, tones, styles and format to match audience; demonstrates openness in sharing information and keeping people informed. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits inputs 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 decisions, 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 School education; supplemental training in administration or other relevant field is required. Work Experience A minimum of 7 years of experience in handling official UN documentation, publications support or related area is required. Good drafting skills in English are required. Experience in documents processing chain, editorial policies and practices are desirable. Experience in general office and administrative support including administrative policies, processes and procedures is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Working knowledge of French is desirable. Knowledge of another official language of the UN 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 Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, 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.


How to Apply:

Deadline: 20 May 2012