Administrative Assistant

Found in: beBee S KE - 3 weeks ago

Nairobi, Kenya UN-Habitat Full time

ABOUT THE COMPANY

Nairobi is the headquarters duty station for the United Nations Human Settlements Programme (UN-Habitat) the United Nations agency mandated with ensuring better urban future by promoting socially and environmentally sustainable human settlements development and the achievement sustainable development goal 11 (SDG 11). Although the mandate of UN-Habitat is global, the agency has placed special emphasis on working for the benefit of the host country through contributing to Kenya’s development priorities in a variety of ways. UN-Habitat Regional Office in Africa (ROAf) located in Nairobi, Kenya, is supporting priorities of member states and governments to achieve sustainable urban development. Implementation of Kenya programmes is carried out within the ROAf.

JOB SUMMARY

CompetenciesPROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.  TEAMWORK:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.  PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.EducationCompletion of high school diploma or equivalent is required.Job - Specific QualificationFurther qualification in business administration, human resources, finance, programme/project management support or related areas is desirable.    Work ExperienceA minimum of five (5) 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 three (3) years for candidates who possess a first-level university degree.    Experience with an Enterprise Resource Planning (ERP) is required.   Experience with the United Nations system and/or similar international organization is desirable.    Experience with an online recruitment-based system (Inspira or similar) is desirable.    Experience with SAP/Umoja is desirable.    A minimum of one (1) year or more of experience in data analytics or related area is desirable.

RESPONSIBILITIES

Human Resources Management  Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training ; ensuring consistency in the application of regulations and procedures.  Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.  Reviews entitlements-related claims and reports.  Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.  Maintains and reviews organizational staffing tables; prints and reviews related reports.  Budget and FinanceMonitors status of expenditures and allotments, records variations, updates budget tables.  Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.  Reviews status of relevant expenditures and compares with approved budget.  Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.  Assists in the preparation of budget performance submissions.  Prepares statistical tables and standard financial reports.  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 and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys  General Administration  Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. Drafts routine correspondence.  Maintains files of rules, regulations, administrative instructions and other related documentation.  Maintains up-to-date work unit files (both paper and electronic).    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 administrative arrangements for 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.

REQUIRED SKILLS

Budgeting, financial planning, Written communication, Office administration, management, Teamwork, Collaboration, Accounting IT-systems (use of)

REQUIRED EDUCATION

Bachelor's degree

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