UNSOS Administrative Assistant Jobs in Mombasa - Kenya

Organizational setting and reporting relationships:

Under the overall supervision of the Chief, Mombasa Support Base, the Administrative Assistant will be responsible but not limited to the work in the areas of administrative related activities within UNSOS and will based in Mombasa.

Roles and Responsibilities:

Within the delegated authority and under the direct overall supervision of the Chief, Mombasa Support Base, the Administrative Assistant will be responsible for the following duties:

Human Resources Management:

• Initiates, reviews, processes and follows-up on actions related to the administration of the
section’s/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.

• 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 the supervisor when required in the elaboration of resource requirements for budget
submissions.

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

• 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 sections/ units and liaises frequently with internal team members in the field mission.

• Request for shopping carts for the MSB support services, monitor Purchase Orders and process the
invoices for payments in Umoja.

• Undertake Inventory count cycles and Inbound/ Outbound processes.

• 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 section/unit and external contractors for outsourced services.

• Audits the contractors' invoices against the goods and services provided by the contractor as and when required.

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

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

• Performs other duties, as required.

Competencies:

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning& 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.

Qualification and Experience:

Education: High school diploma or equivalent is required.

Experience: A minimum of seven (7) years of progressively responsible experience in the field of administrative services, finance, human resources or related area.

Experience in Supply Chain and Warehouse operations is desirable.

Language: 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; UNSOS Administrative Assistant Jobs in Mombasa - Kenya

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