TEAM ASSISTANT

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting UNEP, UN-Habitat, and other UN offices globally with administrative, conference, and information services. This role is within the Facilities Management and Transport Section (FMTS) of UNON, specifically in the Commercial Operations Unit (COU). The FMTS manages maintenance, construction, and commercial operations.

Job Purpose

This role supports the Commercial Operations Unit (COU) within UNON's Facilities Management and Transport Section (FMTS). The primary purpose is to provide administrative and customer support for various COU services, including the Commissary, Fuel Station, and Wellness Centre. Responsibilities involve processing applications, managing access, inspecting deliveries, handling customer inquiries, maintaining records, and assisting with data analysis and reporting. The role contributes to the efficient operation of UNON's commercial services, ensuring compliance with regulations and providing essential support to delegates, staff, and clients.

Responsibilities

Manage commissary access by reviewing and processing applications, inspecting incoming containers for compliance, and facilitating delegate access. Oversee fuel station operations by processing RFID tag applications, inspecting fuel deliveries, and documenting transactions. Handle customer queries and complaints for the Wellness Centre and other COU services via email, phone, and in person. Maintain efficient filing systems for COU activities, manage incoming/outgoing mail, and order office supplies. Track unit leave records, book visitor appointments, and perform regular facility checks. Assist with data collection, analysis, and report preparation, including visualizations and updating information materials.

Work Experience

A minimum of three years of progressive experience in customer service and front desk operations is required. Experience with Enterprise Resource Planning (ERP) systems for customer support is essential. Experience working with vendors and clients in corporate, NGO, or international organizations is desirable. One year of data analytics experience is also desirable.

Skills

Professionalism, Planning and Organizing, Client Orientation, Data Analysis, Customer Service, Front Desk Operations, Administrative Support, ERP Systems, Communication (written and verbal).

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