United Nations Human Settlements Programme Administrative Assistant Jobs in Kenya

United Nations Human Settlements Programme Administrative Assistant Jobs in Kenya; The position is in the Planning, Finance and Economy Section (PFES) of the Urban Practices Branch (UPB) within the Global Solutions Division of UN-Habitat at the Nairobi duty station. The focus of the position is Project Management and Administration Support. Under the overall coordination of the Chief of Section, Planning, Finance and Economy Section and direct supervision of the Finance Management Officer of the Section, the incumbent will be responsible for the following duties:


Responsibilities

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities and act as a focal point for UNDP, UNOP and UNV focal point 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.

• Monitors the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through UMOJA.

• Monitors staffing table and prepare relevant statistical data/charts as needed. 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, donor fund and procurement.

• Monitors expenditures and reconciles with approved budget; prepares adjustments as required.

• Assists managers in the elaboration of resource needs for project budget.

• Assists in preparation of budget performance reports and completion of budget performance analysis, reviewing variances between approved budgets and actual expenditures.

• Prepares or customizes financial reports from UMOJA system generated reports.

• Co-ordinates with team members on related issues during budget reports preparations. General Administration

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

• Synchronizes extensively with service units of the section and collaborates frequently with internal team members both at Headquarters and in the field.

• Perform other related administrative duties, as required (e.g., travel programmes, 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).

• Responsible for guiding, training, and supervising the work of more junior staff, consultants, UNVs and interns. Contract Administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

• Reconcile the contractors' invoices against the goods and services provided by the vendor 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. Data-related responsibilities

• 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.



How to Apply

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

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