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Administrative Assistant

2 months ago

Nairobi, Nairobi Area, Kenya UN-Habitat Full time

Responsibility

  • 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 seminars, conferences and translations.
  • May be responsible for guiding, training, and supervising the work of more junior General Service staff.
  • 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: 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.

Education

  • Completion of High school diploma or equivalent is required.

Work Experience

  • A minimum of seven 7 years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
  • The minimum years of relevant experience is reduced to five 5 for candidates who possess a first-level university degree or higher.
  • Experience working in the United Nations System or any other international organizations in the area related to the field of work is desirable.
  • Experience in designing and organizing consultative and other meetings, seminars, training exercises and workshops is desirable.
  • Experience using Enterprise Resource Planning ERP systems such as UMOJA or other is desirable. At least one 1 year or more of experience in data analytics or related area is desirable.