United Nations Environment Programme Senior Administrative Assistant Jobs in Kenya

United Nations Environment Programme Senior Administrative Assistant Jobs in Kenya; This position is located in UNEP's Executive Office at the Nairobi duty station. This position is a Personal Assistant position to the Executive Director, Under the direct supervision of the Special Assistant to the Executive Director, the incumbent will be responsible for the following duties

Responsibilities


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.

• 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.

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

• Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.

• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.

• 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).

• 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


• Prepares and processes all UN forms and permissions for contractual and work unit, section or service staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.


Human Resources Management

• Coordinates various actions related to the administration of the unit’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 as required.

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

• Advises staff on visa matters.

• 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.

Budget and Finance


• Collects data from relevant databases and prepares customized financial reports.

• Provides assistance 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 from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.

• Assists managers 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 extrabudgetary 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

Supplemental training in administration, project/programme administration, human resources or related field is required.

Work Experience

A minimum of ten (10) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.

Working experience in Enterprise Resource Planning (ERP) system is required

Experience working in a Front Office and supporting senior level managers in an international organization is desirable.

Experience supporting a senior official in in administrative servicing of conferences or high-level meetings, including scheduling and travel arrangements is required.

Experience within the United Nations system or similar international organization is desirable.

Working experience in computer applications, mainly spreadsheets and ability to interpret and apply UN administrative and financial policies is desirable.

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 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


How to Apply

For more information and job application details, see; United Nations Environment Programme Senior 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!