Administrative Assistant at United Nations Office for Disaster Risk Reduction

1 month ago

Nairobi, Kenya United Nations Office for Disaster Risk Reduction Full time

As the United Nations Office for Disaster Risk Reduction, UNDRR brings governments, partners and communities together to reduce disaster risk and losses to ensure a safer, more sustainable future. UNDRR (formerly UNISDR) is the United Nations focal point for disaster risk reduction.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:
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.
Provides support with respect to the review, analyses and preparation of the work plan and cost plan for the Regional Office and its revisions.
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.
Assists in procurement processes; initiates low-value procurement in Umoja; reviews requisitions for goods and services to ensure; prepares bills to service providers and vendors, among other procurement related processes.
Provides support to conferences, meetings and events organized by the regional office, by ensuring that related finance, budget and procurement matters are effectively dealt with. 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.
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.
Acts as back up to the other administrative assistant(s) in the office; performs other duties as required.
Assists with visualizations and updating information material such as web pages or brochures.

Requirements
Education

High school diploma or equivalent is required.

Work Experience

Seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
One (1) year or more of experience in data analytics or related area is desirable.
Experience supporting the organization of workshops/trainings, events, and conferences is desirable.
Experience working with an enterprise resource planning system, such as Umoja is desirable.
Experience working in the United Nations system or similar international organisation is desirable.

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