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Administrative Assistant at

2 months ago

Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full time

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's 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 environment.

Responsibilities
Human Resources Management

Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.

Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Reviews and processes personnel actions through Umoja system.
Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

Prepares revised budget estimates, report on budget revisions, expenditures, and obligations; verify availability of funds; and ensure necessary approval and entry into UMOJA system.

Assists in the preparation and review of financial and human resource proposals/requirements.
Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
Assists managers in the elaboration of resource requirements for budget submissions.

Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

Prepares or customizes financial reports from UMOJA system generated reports.
Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Assists all travel arrangements, and organization of private sector related events, including authorization of payments, and disbursement of funds.

General Administration

Serves as focal point for the coordination, monitoring and reporting of Unit's deliverables and activities, including liaison with relevant UNEP divisions and regional offices.

Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

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 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.

Requirements
Competencies

PROFESSIONALISM:
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management. 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.

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.

The ability to perform analysis, modelling, and interpretation of data in support of decision-making.

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 high school diploma or equivalent is required.

Job - Specific Qualification

Additional qualifications in business administration; human resources; budget and finance are desirable.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administration, finance/accounts, audit, human resources management or related area is required.

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

Relevant experience working with UN entities or other inter-governmental organizations on similar assignment is desirable.

Experience working with Enterprise Resource Planning (ERP) systems such as Systems, Applications and Products (SAP), eg, UN Umoja is desirable.

One (1) year or more of experience in data analytics or related area is desirable

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