United Nations Office at Nairobi Administrative Assistant Jobs in Kenya

United Nations Office at 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 position is located in the United Nations Office at Nairobi (UNON) Human Resources Management Service (HRMS) in the United Nations Joint Medical Service (JMS). Under the direct supervision of the Chief JMS, the incumbent will perform the following duties:

Responsibilities

1. General Administrative Functions:

Prepares, processes and follow-up on administrative arrangements and forms related to the official travel of staff;

Drafts routine correspondence;

Maintains up-to-date work section files and updates files of rules, regulations, administrative instructions and other related documentations;

Coordinates extensively with service units and liaises frequently with internal team members.

2. Procurement functions:

Requisition for goods and services for use in Joint Medical Service(JMS);

Monitors the stock level for Joint Medical Service (JMS) supplies and initiates requisition in enterprise resource planning (ERP) system based on reorder level.

Assists in the data compilation and analysis for purposes of billing.

Prepares statistical tables and standard reports. Monitors status of expenditures and allotments through ERP, records variation, updates budget tables;

Consolidates data received and provides support to higher-level staff with respect to budget expenditure;

Reviews status of relevant expenditures and compare with approved budgets; Processes paperwork of payments to vendors before submission to Finance.

3. Human Resources Functions:

Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resources activities through ERP systems, Builds job openings for consultant and contractors recruitment;

Enters maintains and certifies administrative data and records for time and attendance, performance appraisal;

Processes service entry sheets, payment requests, entitlements related claims and reports before submission to HR;

Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services necessary;

Maintains and reviews organizational staff tables; generates and reviews system generated reports.

4. 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.

Ensures that requirements and background information used for data analysis are documented.

Perform other duties as assigned

Competencies

Proffesionalism:

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;

Planning & Organizing:

Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Monitors and adjusts plans and actions as necessary; Uses time efficiently. Allocates appropriate amount of time and resources for completing work.

Accountability:

Takes ownership of all responsibilities and honors commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments.

Education

High school diploma or equivalent is required. Additional training in Office administration, office management, project management or other related field is desirable. Certification in Microsoft Excel 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 be accepted 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 five years of progressive responsible experience in administrative services, finance or human resource services or related fields is required.

At least 2 years of work experience in medical administration or human resource administration is required.

At least 2 years of working experience with Enterprise Resource Planning (ERP) systems is required.

Experience working with or providing support to a diverse team is desirable.

Work 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 Kiswahili/Swahili is desirable.

Knowledge of another official United Nations language is an advantage.


How to Apply

For more information and job application details, see; United Nations Office at Nairobi Administrative Assistant Jobs in Kenya

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