Department for General Assembly and Conference Management – DCS Nairobi Senior Administrative Assistant Jobs in Kenya

Department for General Assembly and Conference Management – DCS Nairobi Senior 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).

This post is in the Division of Conference Services (DCS), Conference Support Section.Under the direct supervision of the Administrative Officer, the incumbent will perform the following functions:

Responsibilities

General Administration:

• Ensure electronic contracts are created in accordance with agreed fee structure, creation of funds reservation for the contract.

• Monitors that submission deadlines are met and completed work is received from the contractors/agencies, discuss any problems with the supervisor.

• Coordinates extensively with Document Control Unit, translation and editing languages units and liaises frequently with internal team members both at Headquarters and in the field.

• Review comments from Editorial and Translation Units on the quality and acceptance of contracted work and draws attention if there is shortcoming in work provided.

• Propose updates to the standard operating procedures, identification of risks the area of responsibility.

• Performs other related administrative duties, as required (e.g., monitoring accounts and payment to vendors and individual contractors for services, and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

• 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 materials as required.

Contract Administration:

• Approve Purchase Orders for individual contractors who have been issued with Editing and translation Contracts.

• 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 agencies’ and contractors' invoices and monitor payments.

Budget and Finance:

• Provides expert assistance in the preparation and development of the unit’s work programme and budget.

• Assists in monitoring budget/work programme with respect to translation and editing budgets on a regular basis; Monitors budget implementation/expenditures.

Strengthens enterprise risk management and internal control processes:

• Supports review operating procedures and control policies in the area of Contractual translation and and submit areas that need review.

• Act as a risk champion and risk auctioneer in monitoring assigned areas of work in the integrated enterprise risk management framework of the Division.

Human Resources Management:

• Maintain and update the contractors’ global roster and agencies contract are added to the global roaster according as per relevant policy and procedures.

• Provides information and advice to consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

• Assists contractors with obtaining access to contractual management module of gDoc 2.0.

Provides guidance, training and monitoring of the work to other general service staff in their area of responsibility:

• Assists in drafting of agreements, documents or meeting minutes.

• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.

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

• 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.

Competencies

Professionalism: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations; The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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 equivalent. Supplementary training in either business administration, finance, procurement, travel or contracts management 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. Applicants who have not passed the GGST at the time of application may be invited for the test after applying.

Work Experience

A minimum of (10) Ten years of progressively responsible work experience in administrative services, finance, accounting, human resources, procurement 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 using Microsoft Office specifically Word and Excel; as well as Enterprise Resource Planning (ERP) systems is required.

Four (4) progressive years of work experience in contracts and/or documents management in an Enterprise Resource Planning (ERP) system is desirable.

Work experience with the United Nations or similar organization 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 English is required. Knowledge of another United Nations Officials language is desirable.

How to Apply

For more information and job application details, see; Department for General Assembly and Conference Management – DCS Nairobi Senior Administrative Assistant Jobs in Kenya

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