United Nations Administrative Assistant Jobs in Kenya

United Nations Administrative Assistant Jobs in Kenya


Org. Setting and Reporting

  • The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.

  • This post is located in the UNEP Governance Affairs Office at the Nairobi duty station.

  • Within delegated authority of the Secretary of Governing Bodies, the Administrative Assistant will be responsible for the following duties:

    Responsibilities

    Human Resource Management:

    • Initiate, review, process and follows-up on actions related to the administration of the office’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.

    • Respond 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.

    • Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.

    • Monitor staffing table and prepares relevant statistical data/charts.

    • Serve as focal point for the human resource management of the Governance Affairs Office.
    including processing of automated staff contract extensions, time management, movement of staff, performance management, administrative coordination with HRMS and Budget Office on human resource activities including initiating requests, obtaining necessary clearances and approvals, process and follow-up on administrative actions.

    Travel Administration:

    • Serve as the Travel Administrator for the office by processing travel arrangements for participants attending High-level meetings convened by the office.

    • Respond to travel-related enquiries and provide information to delegates concerning accommodation, daily subsistence allowance, tickets, visa arrangements, tickets, meeting venue, etc.

    • Initiate, update and maintain the list of delegates requiring financial support to meetings.

    • Coordinate with UNEP Regional Offices on preparations for travel during meetings of the United Nations Environment Assembly and other related High-level meetings.

    • Responsible for payment of daily subsistence allowances to participants and maintaining the roster.

    • Process travel expense reports and follow up on payments.

    Budget and Finance:

    • Assist in the preparation and review of financial and human resource proposals /requirements.

    • Consolidate budget/work programme with respect to Headquarters’ core budget, extra budgetary funds/grants.

    • Consolidate programme of work budget with respect to Headquarters’ core budget, extra budgetary funds/grants.

    • Support in creation of shopping carts and purchase orders and team lead for the office on procurement related matters for Governance Affairs office.

    • Monitor expenditures and compares with approved budget; prepares Umoja adjustments as necessary and forward to the Finance Management Officer (FMO) for review and approval.

    • Assist managers in the elaboration of resource requirements for budget submissions and coordinate with FMO.

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

    • Co-ordinate with Corporate Services Division (CSD finance and budget staff on related issues during preparation of cost finance/budget reports concerning recruitment and appointment of personnel, travel arrangements, trainings, processing of payments, service entry sheets and follow up disbursement of funds to vendors and consultants, of equipment and services.

  • Perform other related administrative duties as required.

    Competencies

  • Professionalism: Ability to perform a broad range of administrative functions, e.g., human resource management, travel administration management, and budget/finance management. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

  • 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.

    Education

  • High school diploma or equivalent 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

  • At least seven (7) years of progressively responsible experience in administrative management, human resources and travel processing, finance or related area is required.

  • Working experience in Enterprise Resource Platform (ERP) systems is desirable.

  • Working with Member States' Representatives is desirable.

    Languages

  • English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Working knowledge of
    another United Nations language is an asset.

  • NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of "confident" in two of the four areas.

    How to Apply

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


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