Administrative Assistant at United Nations Office at Nairobi

Found in: beBee S KE - 3 weeks ago

Nairobi, Kenya United Nations Office at Nairobi (UNON) Full time

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.
Responsibilities
The position involves supporting standard administrative activities and processes requiring basic application of rules and procedures.

Main duties

Compile and maintain records of transactions and office activities; Search office files and records relating to a variety of topics for information and reference; Select information and records in correspondence, technical papers, projects or program plans and general reference documents.
Draft routine correspondence, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
Verify receipt and inspection of deliverables and accurately report as required; classify and code material relating to a number of subject areas and maintain general office files
Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.
Maintain, update and transmit inventory records of non-expendable equipment.
Maintain and monitor stock levels of various supply items. Provides guidance to staff on general office processes and procedures, computer applications, etc.
Assist 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.
Assist with visualizations and updating information material such as web pages or brochures.
Ensure requirements and background information used for data analysis are documented.
Perform other duties as required.

Requirements
Education

Completion of Secondary education or equivalent is required.
Bachelor’s degree in administration or human resources management is desirable.

Work Experience

A minimum of four (4) years’ experience in general office support, administrative support and/or project management support functions for candidates who possess Secondary School certification is required. The minimum years of relevant experience is reduced to two (2) for candidates who possess a first-level university degree.
Experience working with Microsoft Office applications is required.
Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable.
One (1) year of experience within the United Nations or similar international organization is desirable.
One (1) year or more of experience in data analytics or related area is desirable.

Languages

Fluency in English is required and working knowledge of local language is an advantage.
NOTE: ‘Fluency’ equals a rating of “fluent” in ALL FOUR (4) areas (read, write, speak, understand) and ‘Knowledge of’ equals a rating of “confident” in two of the four areas.

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