United Nations Environment Programme Administrative Assistant Jobs in Kenya
United Nations Environment Programme Administrative Assistant Jobs in Kenya
Org. Setting and Reporting The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The position is located in the Land, Housing & Shelter Section of the Urban Practices Branch (UPB) with the Global Solutions Division in Nairobi.
The Global Solutions Division (GSD) is responsible for providing programmatic direction for UN-Habitat and is responsible and accountable for the programmatic delivery of the Strategic Plan. The Division leads the tools and methodology production and the integration of the various substantive competencies towards effective delivery of the Strategic Plan and the mandate of UN-Habitat. It provides substantive training to staff members and supports capacity development of Member States and partners.
The Urban Practices Branch (UPB) is the tools and methodology production and skills center of the UN-Habitat, that develops normative guidance and cutting-edge tools through communities of urban practice. It provides technical and policy advice approaches and methodologies to MCOs/CO, government and partners and mainstreams them throughout the programmed portfolio.
It also ensures that the cross-cutting area of safety and the social inclusion issues of human rights; gender; children, youth, and older persons; and disability are developed and mainstreamed across the Agency.
The Land, Housing & Shelter Section aims to develop, document, pilot/test and disseminate norms, standards, tools, methodologies, regulatory frameworks, operating procedures and practices at global, regional, national and sub-national levels in support of
the equitable supply of serviced land at scale;
efficient and effective land management systems;
freedom from arbitrary or forced eviction and the protection of security of tenure for all;
the progressive achievement of universal access to housing meeting the requirements for an adequate standard of living;
participatory urban regeneration and slum upgrading.
Under the overall guidance of the Section Chief, Land Housing and Shelter Section, under Urban Practices Branch, and direct supervision of the Associate Programme Management Officer, the Administrative Assistant will provide administrative, financial, and human resources support to the Section.
Within delegated authority, the incumbent will be responsible for the following duties:
Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services, as necessary.
Budget and Finance
• Monitors status of expenditures and allotments through UMOJA, including review of expenditure reports from Implementing partners, ensuring compliance with the agreements of cooperation and established work plan and payment schedule.
• Assist in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Prepares statistical tables and standard financial reports.
• Assist in financial analysis including cash flow forecast and outstanding commitment items such as payments to vendors, consultants and implementing partners.
• Review, analyze and assist in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
• Assist in monitoring and reconciliating inter agencies accounts within the UN System.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions, and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• 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 administrative arrangements for seminars, conferences and translations
• 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 contractors' invoices and monitor payments.
Knowledge and understanding of theories, concepts and approaches relevant to particular sector, functional area, or other specialized fields. Ability to identify issues, analyze and participate in the resolution of issues or problems. Ability to conduct data collection using various methods.
Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet, and other databases.
Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.
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.
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.
High school diploma or equivalent is required. Supplemental training in administration, finance, human resources, or a related field is desirable.
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 Eastern Asia (ESCWA), United Nations Office at Geneva. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
A minimum of five (5) years of progressive responsible experience in administration, finance/accounting, management, general office support or related area, is required.
Working experience with Enterprise Resources Planning (ERP) systems such as SAP is desirable.
Working experience in an international organization is desirable.
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 another official United Nations language is an advantage.
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 Environment Programme Administrative Assistant Jobs in Kenya
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