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Administrative Assistant

2 months ago

Nairobi, Nairobi Area, Kenya UN-Habitat Full time
The United Nations Human Settlements Programme, UN-Habitat, is the UN agency for human settlements.

It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all.

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 etc., 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 IMIS reports.
Budget and Finance Monitors status of expenditures and allotments through IMIS, 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.

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.

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.

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. The ability to analyze and interpret data in support of decision making and convey resulting information to management.

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.

Education

Completion of high school diploma or equivalent is required.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience with an Enterprise Resource Planning (ERP) is required.
Experience with an international organization is desirable.
Experience with SAP/Umoja is desirable.
One (1) year or more of experience in data analytics or related area is desirable