UNON Administrative Assistant Jobs in Kenya

UNON Administrative Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the respective office of the Secretary-General. UNON supports programme implementation of the UN Environment programme (UNEP), the UN Human Settlements Programme (UN-Habitat) and the Resident Coordinator System globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This position is located in office of the Budget and Financial Management Services (BFMS) within the Division of Administrative Services (DAS). The Administrative Assistant reports to the Chief or the Head of the Unit. Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Responsibilities

Human Resources Management

• 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 the Enterprise Resource Planning (ERP) system.

• Monitors staffing table and prepare relevant statistical data/charts.

Contract Administration

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

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

• Processes the payment of vendors/contractors' invoices and monitor payments.

• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff.

Budgeting and Accounting

• Assist in the collection of data and preparation of cost estimates and budget proposals in terms of staff and non-staff requirements for regular budget and extra-budgetary resources under UNON Administration.

• Ensure that requisitions for goods and services are in line with authorized budgets, the priorities of the organization and the UN financial rules and regulations.

• Process financial documents in line with the financial rules and regulations.

General Administration

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative and financial audit.

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

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

• 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.

• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; organizing and coordinating seminars, conferences).

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems.

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.

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 high school diploma or completion of secondary school is required.

Supplemental courses/ training in finance, administration, project management or related field is desirable.

Work Experience

A minimum of seven (7) years of experience in finance, budget, administration or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.

Experience with Enterprise Resource Planning (ERP) and finance systems such as Oracle or SAP is desirable.

Experience with integrated business processes, analytics and reporting is desirable.

Experience on client support such as communication with clients and handling of iNeed tickets or equivalent is desirable.

One (1) year or more of experience 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 and French is required. Knowledge of another official United Nations language is desirable.

How to Apply

For more information and job application details, see; UNON Administrative Assistant Jobs in Kenya

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