Administrative Officer Jobs Vacancy at United Nations Office in Kenya 2013


Department/ Office:

United Nations Office at Nairobi

Duty Station:


Posting Period:

24 January 2013-25 March 2013

Job Opening number:


United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is 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 (  This post is located in the Planning and Coordination Section (PCS) of the Division of Conference Services (DCS), UNON.


1. Under the direct supervision of the Chief, Contractual Services Unit and General Supervision of the Chief, Planning and Coordiantion Section (PCS) and in close collaboration with the Chiefs of the Language Units and Human Resources Management Service, the incumbent coordinates the selection of best candidates for addition to the UN common roster of contrctual translators; maintains and updates that roster;
2.  In consultation with Document Control and the Language Units, arranges for the contracting out of selected tpes of translation jobs, ensures provision of appropriate tools to the contractual translators and ascertains that uniofrm quality control procedures are applied;
3.  Monitors the dates of completion of jobs contracted out and advises the Chiefs of Language Units accordingly;
4.  Discuss with contractors problems concerning the non-availability of terminology or references, technical problems related to electronically transmitted material or tapes, difficulties with particular texts,  unmet deadlines due to unforseen circumstances and as necessary providing asssitance or making arrangements to ensure that the work is completed on time;
5.  Is responsible  for the establishment of contracts for the external staff as well as the compilation of data on the performance of such staff.  Coordinates evaluation of contractual translators;
6.  Monitors and controls the use of resources earmarked for contractual translation.  Analyzes the quarterly documentation forecasts toascertain the impact of workload in relation to the amount and type of work to be provided to the unit and discussing with Supervisor and Documents Control Unit in resolving any problems that may arise.
7. Reviews statistical information on all areas of the work of the Unit as well as costs related thereto and prepares performance reports to the Division and DGACM.
8.  Participates actively with counterparts at other duty stations in further developing policies and procedures governing contractual translation, through exchange of information and proposes recommendations on the improvement of current procedures.
9.  Participates actively in the process of competitive bidding aimed at the selection of institutional contractors, for the processing of UNON documentation; 10. Performs any other duties as may be assigned.


• Professionalism – Good grasp of administrative policies and procedures of UN documentation with regard to upstream planning, processing and distribution workflow. Ability to identify issues, organize information required for monitoring, following up and performance reporting.  Is conscientious and efficient in meeting commitments, observing deadlines and achieving results and shows persistence when faced with difficult problems or challenges.  • 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.  • 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 audience; 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


Advanced University Degree (Master’s Degree or equivalent) in Documents Management, Business Administration or Social Sciences or A first-level University Degree in combination with qualifying experience may be accepted in lieu of the advanced university degree
Ability to understand the rules and regulations governing the submission, processing and distribution of UN documents and publications; good communication skills and experience as a translator is desirable; ability to produce reports on matters relating to documentation processing; ability to draft contracts and manage the use of financial resources.

Work Experience 

At least five years of experience in the area of documents management or administrative work of which three should be within the United Nations or a specialized agency.


Fluency in English is required, both oral and written. Knowledge of other additional official UN language is desirable.

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:
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