United Nations Assistance Mission in Somalia Administrative Assistant Jobs in Kenya

United Nations Assistance Mission in Somalia Administrative Assistant Jobs in Kenya

Org. Setting and Reporting

This position is located in the field mission of the United Nations Assistance Mission in Somalia (UNSOM). The Administrative Assistant, FS-5, will be based in Nairobi, and will report to the Office of Director ROLSIG.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management

• Coordinates with respect to transactions related to the administration of the ROLSIG Uniformed Personnel, e.g., deployment, repatriation, performance appraisal, tour of duty extensions, staffing tables, training etc., ensuring consistency in the application of Uniformed Personnel Policies. Liaises and coordinates extensively with the relevant administrative and human resources offices in support to Uniformed Personnel.

• Advises Uniformed Personnel on relevant rules and regulations and policies; coordinates the check-in and induction of newly deployed Uniformed Personnel.

• Provides information and advice to Uniformed Personnel with respect to conditions of service, duties and responsibilities and entitlements under the Uniformed Personnel Policies.

• Monitors Uniformed Personnel staffing tables for a variety of human resource activities, e.g., deployments, repatriations, and extensions.

• Maintain Uniformed Personnel Attendance Records and monthly compilation and submission to Human Resources; upload Unformed Personnel Leave Requests in FSS; raise Travel Requests and Expense Reports in Umoja, on their behalf.

Budget and Finance

• Provides expert assistance and coordination in the preparation and development of the Sections’ work plan and budget.

• Assists in monitoring Sections’ budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations as necessary.

• Collects data from relevant databases and prepare customized financial reports when required.

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

• Monitors budget implementation/expenditures and recommend reallocation of funds as necessary.

• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged.

• Assists in the preparation of the year end budget performance report submissions.

• Assists in finalization of budget performance reports, analysing variances between approved budgets and the actual expenditures.

General Administration

• Identifies and resolves diverse Uniformed Personnel issues and problems as they arise, determining the appropriate actions.

• Coordinates extensively with service units and liaises frequently with internal team members on behalf of Uniformed Personnel.

• Performs other related administrative duties, as required (e.g., physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates retreats, conferences and meetings)

• Provides back up to the Director ROLSIG during leave of absence of the Personal Assistant.

Competencies

Professionalism: Ability to perform a

broad range of administrative functions which should include budget/work programme, human resources, and database management. Knowledge and application of various United Nations administrative rules and regulations in work situations. High degree of commitment to ensure the proper use of the Office’s resources. Shows pride in work and in achievements.

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 client.

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. Uses time efficiently.

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.

Education

High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience

At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required.

Experience with Enterprise Resource Planning platforms (Umoja) is desirable.

Experience in international operations in a post-conflict environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position fluency in English, (both oral and written) is required.

How to Apply

For more information and job application details, see; United Nations Assistance Mission in Somalia Administrative Assistant Jobs in Kenya

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