Team Assistant - WAE Roster (Security and Safety Services)

About the role

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and provides administrative, security, conference and information services for UNEP, UN-Habitat and the Resident Coordination System. This Team Assistant position is in the Department of Security and Safety Services (DSS) in Nairobi and is a When Actually Employed (WAE) roster vacancy: recommended candidates are placed on a roster and receive a formal Letter of Appointment only when called to serve a meeting.

Key responsibilities

• Provide general office support to an organizational unit.
• Register and direct visitors and delegates, issue and recover visitor badges, manage late bookings, assist persons not on booking lists, keep records of barred persons and escort after-hours visitors.
• Process access badges and passes for UN visitors, affiliates and conference participants, and screen supporting documents for identity/access card requests.
• Produce routine correspondence, reports, tables, charts and graphs, proofread written products and maintain calendars and schedules.
• Handle mail and documents, route them and track follow-up, and answer routine phone calls and inquiries.
• Provide secretarial, administrative and logistics support to meetings, boards, committees and conferences, and help prepare presentation materials.
• Maintain paper and electronic files and photo databases of visitor badges, photocopy documents and operate and maintain office equipment such as copiers, printers and scanners.
• Enter data for daily reports and help update web pages or brochures.

Required profile

• High school diploma or equivalent; supplementary training in a relevant field is desirable.
• At least 3 years of relevant experience in meeting planning, conference support, security operations, library work or related areas; 2 years less for a first-level university degree.
• Experience with UN or international organization conference and meeting policies is desirable; 1 year of data analytics experience is desirable.
• English at UN Level II (reading, writing, listening, speaking) and Kiswahili at UN Level I.