Senior Administrative Assistant

2 weeks ago

Nairobi, Nairobi Area, Kenya United Nations Environment Programme Full time

ABOUT THE COMPANY

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment

JOB SUMMARY

CompetenciesPROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., travel management, 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. 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.COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. PLANNING AND 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.EducationHigh school diploma or equivalent is required.Job - Specific QualificationSupplemental training in administrative services, finance, accounting, audit, human resources or related area is required. Work ExperienceA minimum of ten (10) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. Working experience in Enterprise Resource Planning (ERP) system is required. Experience supporting a senior official in in administrative servicing of conferences or high-level meetings, including scheduling and travel arrangements is required. Working experience in computer applications, mainly spreadsheets is desirable. Experience working in a Front Office and supporting senior level managers in an international organization is desirable. Experience within the United Nations system or similar international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable.

RESPONSIBILITIES

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, training etc., 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. GENERAL ADMINISTRATION 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.

REQUIRED SKILLS

Budgeting, financial planning, Reporting, Office administration, management, Human resource and personnel development, Documentation and record keeping, Data analysis

REQUIRED EDUCATION

Diploma, Associate's degree

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