administrative assistant

Job Opening

Job Opening ID: 224019

Job Network : Management and Administration

Job Family : Administration

Category and Level : General Service and Related Categories, G-5

Duty Station : NAIROBI

Department/Office : United Nations Office at Nairobi

Date Posted : Dec 29, 2023

Deadline : Jan 4, 2024

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UN Environment) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services ). The advertised post is located in the Facilities Management and Transport Section (FMTS) under Central Support Services in the Division of Administrative Services of the United Nations Office at Nairobi. With responsibilities related to coordination, monitoring and follow-up of all procurement, budget, financial and programme

management issues for FMTS.

Under the overall supervision of the Chief of Section FMTS and the direct supervision of the Senior Administrative Assistant FMTS, the incumbent will perform the following duties:

Responsibilities

BUDGET AND FINANCE

• Monitors status of expenditures and allotments through the Enterprise Resource Planning (ERP) System (known as Umoja within the United Nations) and Business Intelligence (BI), records variations, updates budget tables.

• Reviews status of relevant expenditures and compares with approved budget.

• Reviews requisitions for goods and services to ensure: (a) correct commitment items have been charged and (b) availability of funds.

• Assists in the preparation of budget performance submissions.

• Monitoring Regular budget and extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.

• Assist in the execution of cost recovery in line with established agreements and policies and support on the collection of associated receivables.

• Prepares statistical tables and standard financial reports.

• Prepares, processes and follows-up on billing and cost recovery for services rendered.

HUMAN RESOURCES MANAGEMENT

• 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 Umoja and Business Intelligence (BI) 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 office operation i.e., initiate the setting up of new network and telephone accounts for new staff members.

• 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.

• Performs other related administrative duties, as required, e.g., 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 conferences.

• Offer support to the common back-office service.

• 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.

• Perform other related duties as assigned.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative rules and regulations in work situations; 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.

CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

Completion of secondary education/ high school diploma is required.

Additional training in office administration, office management, project management or other related field is desirable.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years experience in administration, finance, procurement, human resources or related area is required.

Working experience with the use of Enterprise Resource Planning (ERP) System like UMOJA or any similar systems is required.

Working experience with the requisitioning, procurement and payment process is desirable.

Experience with different aspects of the Enterprise Resource Planning (ERP) system and Business Intelligence (BI) reports is desirable.

Experience in human resource recruitment processes and the use of recruitment systems like Inspira or any related systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

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