United Nations Environment Programme Senior Administrative Assistant Jobs in Kenya

United Nations Environment Programme Senior Administrative Assistant Jobs in Kenya; It promotes sustainable development and effective policies for climate stability; support action so that countries progress on decarbonization, dematerialization, and resilience pathways in line with their climate commitments, aspirations, and needs; and foster transparency in reporting. This position is located in the Office of the Director, Climate Change Division, at the Nairobi duty station.


Under the overall supervision of the Director and direct supervision of the Special Assistant, the incumbent will be responsible for the following duties:

Responsibilities


Human Resources Management:


• Coordinates various actions related to the administration of the Division's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members and training, ensuring consistency in the application of UN rules and procedures.

• Liaises with central administration/executive services (UNEP Corporate Services Division and UNON Human Resources Management Service) as required.

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

• Provides advice and answers general queries on classification procedures and processes.

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

• Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer, and movement of staff.

• Collects data from relevant databases/systems/Business Intelligence platforms and prepares customized HR reports.


General Administration:

• Serves as a communication link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the Director's attention.


• Focal point for Climate Action Division correspondence logs, routing, and follow-up to ensure timely response and closure of log in the system.

• Provides advice and clarification to General Service staff members on office management and improvement of administrative procedures.

• Provides substantive and administrative support in managing priorities and workflow of the Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner.

• Liaises with the Executive Office to support on confidential matters related to handling of sensitive documentation and calendar management.

• 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

Data Management:


• 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.

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. Budget and Finance

• Assists in monitoring budget/staff related costs and suggests reallocations of resources and implements the reallocations as necessary.

• Helps in the review, and preparation of the medium-term plan and its revisions.

• Reviews, analyses, and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements in the Division, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.

• Assists the Senior Administrative Officer in the elaboration of resource requirements for budget submissions.

• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.

• Reviews requisitions for goods and services to ensure


(a) correct objects of expenditure have been charged, and


(b) availability of funds.

• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.

• Assists in the preparation of budget performance submissions.

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

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Additional training or certification in Human Resources Management or related area is desirable.

Work Experience

A minimum of ten (10) years of experience in human resources and administrative services is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first level university degree.

At least seven (7) years͛’ experience in recruitment of staff and other personnel is desirable. Experience working with an Enterprise Resource Planning (ERP) system, specifically with post management is desirable.

A minimun of one (1) year 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 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 for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.

How to Apply

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

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