United Nations Environment Programme Administrative Assistant Jobs in Kenya

United Nations Environment Programme Administrative Assistant Jobs in Kenya

Posting Title: Administrative Assistant, G6

Job Code Title: Administrative Assistant

Department/Office: United Nations Environment Programme

Duty Station: Nairobi

Posting Period: 22 August 2022 - 20 September 2022

Job Opening Number: 22-Administration-UNEP-187924-R-Nairobi (X)

Staffing Exercise N/A

Responsibilities

Human Resources Management

Initiates, reviews, processes and follows-up on actions related to the administration of the project’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, 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 Umoja system.

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 managers in the elaboration of resource requirements for budget submissions.

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

Prepares or customizes financial reports from Umoja system generated reports.

Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Administrative support to meetings and the handling of travel claims from meeting participants.

General Administration

Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

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 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 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.

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

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.

Perform any other related duties as may be assigned.

Competencies

Professionalism

The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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.

Client Orientation

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view

Education

High school diploma or equivalent is required.

Additional technical training and/or supplementary courses in business administration, programme/project management or other related fields 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 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

A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

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 position advertised, fluency in English and French is required.

Knowledge of another official United Nations language is desirable.

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this post is for an initial period of one (1) year and may be subject to extension.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.

External candidates will be considered only when no suitable internal candidate from the duty station is identified.

A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The candidate is responsible for any travel and relocation expenses incurred to take-up the appointment and if they do not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities.

How to Apply

For more information and job application details, see:( United Nations Environment Programme Administrative Assistant Jobs in Kenya)

Find daily jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.

Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.

Find your dream job from 1000s of vacancies in Kenya posted and updated daily - click here!