Team Assistant
United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.
Responsibilities
- Responsible for the reception and processing of clients attending the UN Recreation Center (UNRC).
- Register all clients entering and signing for membership at the UNRC.
- Attend to membership queries, respond, and screen telephone inquiries.
- Assisting and providing guidance to applicants in the processing of membership applications.
- Act as the focal point for all general information on the UNRC.
- Conduct payment transactions, operate the cashiering system to ensure that all bills are properly tabulated and signed before clients leave the UNRC.
- Receive and record all transactions for squash courts, tennis, football, and massage from clients and ensure the accuracy of the reservation system.
- Sign in/out of members and issuing of locker keys. Maintain accurate filling system.
- Participate in gym drives and outreach promotions, maintain close contact with the members and guests of the UNRC, and recording feedback on operations for management review.
- Co-ordinate with other departments to ensure smooth operation, cleanliness, and maintenance of the Fitness Centre and UNRC facilities.
- Follow all fitness center and UNRC policies and procedures.
- Providing support to the UNRC's operations team in assisting in raising of shopping carts, low value purchase orders and service entry sheets in the ERP system.
- Ensure continuity of information during shift handover.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures. Perform other related duties as required
Competencies
- PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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 and remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- 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 and uses time efficiently.
- 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 clients.
Education
- Completion of High school diploma or equivalent is required.
- Supplementary training in front office operations or in achieving client satisfaction service is desirable.
Work Experience
- A minimum of three (3) years progressively working experience in customer service in hospitality industry and front desk operations is required.
- The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
- Experience in customer support using Enterprise Resource Planning (ERP) systems is required.
- Experience working with vendors and clients in cooperate, local NGO or International organization is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
