Administrative Assistant at

4 weeks ago

Nairobi, Nairobi Area, 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

General Administration:

Assists to coordinate official mission for the Director of Administration, including logistical requirements, provision of travel itineraries and meeting planning.

Drafts agenda, reports, official programmes, notes/minutes of meetings, retreats, workshops, official visits. Ensures smooth workflow.
Prepares list of participants and relevant focal points.
Liaises with focal points efficiently and updates all information/documentation and disseminates quickly to relevant stakeholders.
Assists to prepare On Behalf of Travel Requests and Expense Claims as required.
Organizes and maintains reference material and background documents in DAS document repository.

Maintains statistics in database of events based on requests and shares the list indicating the interpretation requirements, venue, date and other relevant information, on a quarterly basis with Budget section for purposes of cost recovery as necessary.

Coordinates with Division of Conference Services as required.
Drafts and routes correspondence for signature.
Act as back up for other staff on administrative/programmatic functions in the Office of the Director.

Data Management:

Dashboards:

Use dashboards and other business intelligence and analytical products for management and clients including Key Performance Indicators, other metrics and visuals as appropriate.


Reporting:
Coordinates and presents management summaries related to reporting, both through local dashboards and the DMSPC management dashboard. Coordinates data and reports related to DAS activities including events, townhalls and other activities.
Generate annual reports and request verification by DAS Chiefs of Services on provisioning. Assist in generating ad-hoc reports through the Management Dashboard. d) Assist UNON SLO in follow up on Delegation of Authority sub-delegation analysis and Segregation of Duties conflict reporting.

Other duties:

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.
Perform other related duties, as assigned.

Requirements
Competencies

PROFESSIONALISM:
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.

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.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.


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. Supplementary training in administration or related area is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administration, programme management or information technology related role is required.

The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.

Experience with an Enterprise Resource Planning (ERP) system (Umoja or similar) is required.
Experience in the United Nations system or similar multi-national organization is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.

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