United Nations Admin Assistant Jobs in Nairobi

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent

implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.

These positions are located in the UN Environment, Corporate Services Division, Administrative Unit, Nairobi duty station.

Responsibilities

Human Resources Managment

Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g, recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through UMOJA.

Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance:

Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.

Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

Assists managers in the elaboration of resource requirements for budget submissions.

Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures

Prepares or customizes financial reports from UMOJA system generated reports.

Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration

Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.

Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for
services; physical space planning; identification of office technology needs and maintenance of equipment, software and

systems; organizing and coordinating seminars, conferences and translations).

May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration

Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.

Processes the payment of contractors' invoices and monitor payments.

Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Qualifications

High school diploma or equivalent. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

Minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area. Working experience with Enterprise Resource Planning (ERP) Systems is highly desirable.

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

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

How to apply

Interested candidates should apply online by 26th April, 2018

For more information and job application details, see; United Nations Admin Assistant Jobs in Nairobi

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