United Nations Environment Programme Senior Administrative Assistant Jobs in Kenya

United Nations Environment Programme Senior Administrative Assistant Jobs in Kenya; The post of the Senior Administrative Assistant of the Nairobi Convention Secretariat is located in UNEP's Ecosystems Division, in the Regional Seas Branch. The Secretariat of the Nairobi Convention is located in Nairobi, Kenya which is the duty station of the position. Under the direct supervision of the Head of the Secretariat for the Nairobi Convention and Project Coordinator, the incumbent will perform the following functions:



Responsibilities

Human Resources Management


·Coordinates various actions related to the administration of the project unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.


·Coordinates information flow by processing and drafting routine correspondence and responses as appropriate for supervisor's signature, take dictation and transcribe, type letters, memoranda, reports, faxes.

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

·Reviews and processes personnel actions through UMOJA.


·Assists in the organization of the supervisor's work; make travel arrangements, hotel bookings and prepare documentation required for missions; Advises staff on visa matters.


·Provides advice and answers general queries on classification procedures and processes; Handle inquiries pertaining to the substantive office (in English); receive visitors for the Project Coordinator and Head of the Nairobi Convention Secretariat


·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.

General Administration


·Assists in setting up of meetings, liaise with relevant offices at UNEP regarding allocation of meeting rooms, process documents for the meetings, type the agenda, list of participants and working documents for the meetings as well as sending out invitations and paying of Daily Subsistence Allowance (DSA) to the meeting participants. Provide secretarial servicing by typing and distributing minutes/reports of the meetings as required;

·Processes and subsequent follow-up of travel authorizations, organizing for tickets in liaison with travel unit and the travel agency, application and follow-up on visa acquisition, making accommodation arrangements, arranging for travel advance with Payments Unit, preparing documentation for meetings and Missions;

·Assists in the logistics of international meetings and conferences including assisting the participants with their travel arrangements, payment of DSA and making accommodation arrangements; ·Maintains mailing links with all participating countries and advisory centres, such as, Western Indian Ocean Marine Science Association (WIOMSA), International Union for the Conservation of Nature (IUCN), World Wide for Nature (WWF), and maintain all the MOUs signed for the project's implementation.


·Prepares stock requisitions for the office and always ensuring adequate supplies.


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


·Provides guidance, training and daily supervision to other general service staff in the area of responsibility.

·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.


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



Education

High school diploma or equivalent is required.

Job - Specific Qualification

Additional certification in Procurement and/or Programme Management is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in administrative services, financial management, and project management is required.

The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.

Seven (7) years' experience in recruitment of staff and other personnel is required. Five (5) years' experience with an Enterprise Resource Planning (ERP) system is required Five (5) years’ experience in supply chain management is desirable.

Experience with change management is desirable.

Five (5) years' experience in MS Excel, with the use of pivot tables, filters, and formulas is desirable.

Experience in organizing, methodical follow-up and tracking knowledge is desirable

One (1) year experience in data analytics or related area is desirable.

Experience in the application of staff rules and regulations within the United Nations or a similar international organization 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 area.

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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