Department for General Assembly and Conference Management – DCS Nairobi Administrative Assistant Jobs in Kenya

Department for General Assembly and Conference Management – DCS Nairobi Administrative Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya.

UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

The post is located in the Conference Support Section of the Division of Conference Services, United Nations Office at Nairobi. Under the direct supervision of the Finance and Budget Officer, the incumbent will be responsible for the following duties:

Responsibilities

Human Resources Management:

Coordinate actions on human resource activities within the Division, in recruitment of temporary language staff and other support staff servicing conferences in and outside the duty station.

Prepare letters of Offer and Appointment in accordance with the UN Regulations and Rules governing temporary appointments and liaise with HRMS-UNON to ensure staff are medically cleared.

Review salary emoluments of language staff and take corrective action, as necessary. Review source documents for completeness, accuracy, and validity of payments; Investigate erroneous payments and take corrective accounting actions. Communicate with relevant Sections/staff regarding missing documentation or any other issues related to discrepancies between their contracts and claims.

Liaise with Accounts Section and UNON Treasury to ascertain that payments of the temporary conference staff are disbursed timely upon completion of their assignment and act as necessary where delays occur.

Consult with counterparts in UNOG/UNOV and/or AIIC/AITC guidelines to ensure best practice.

Liaise with and advise temporary staff on the status of their payments.

Monitor staffing table to ensure that contract extensions are carried out on time and that vacancies are flagged out to the respective Section Chiefs for timely filling of vacant posts.

Monitor implementation and compliance with existing regulations through review of personnel actions processed in Umoja; monitors Umoja ECC reports and staffing tables for a variety of human resources activities.

Coordinate actions related to recruitment of individual contracts and consultants. Ensure that performance review is done on timely basis to ensure timely payment of contracts.

Travel:

Coordinate all travel arrangements and requests for the Division of Conference Services. Ensure that UN travel Rules and Regulations, International Association of Conference Interpreters (AIIC) and International Association of Conference Translators AIITC) regulations are strictly followed and adhered to by.

Investigate travel related complaints and respond promptly to any queries from travelers; Provide authoritative advice and guidance to travelers within the Division of Conference Services (DCS), in matters regarding travel to meetings and other official missions.

Follow up on outstanding travel claims to ensure that travel obligations are liquidated before preparation of financial statements and generate statistics as required for performance reporting.

Other Duties:

Draft correspondence in response to inquiries on administrative areas of work assigned. Identify diverse administrative and finance issues/problems and recommend appropriate line of action. Maintain organized and up-to-date HR documents and records. Ensure that accurate and complete administrative records, reports, and internal controls are functioning, and all relevant records and audit trail is maintained. Perform other relevant duties as assigned.

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.

Competencies

Professionalism:

Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative rules and regulations in work situations; The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter.

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.

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.

Education

Completion of secondary education or equivalent is required. Additional technical training in the field of Administration, financial management or human resources management is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may beaccepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of seven (7) years relevant and progressive work experience in administration, human resources, finance, or related area is required.

Experience using Microsoft Office/Office 365 (Outlook, SharePoint, PowerPoint, Excel), with SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent, is required

Experience in MS Excel, and other analytical/reporting tools is desirable.

Experience in administering a broad range of personnel actions, entitlements and benefits using an ERP system in an international organization is desirable.

Experience of one (1) year or more in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another UN official language is desirable.

How to Apply

For more information and job application details, see; Department for General Assembly and Conference Management – DCS Nairobi Administrative Assistant Jobs in Kenya

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