Administrative Assistant (Duration 5 Months) at Department for General Assembly and Conference Management DCS Nairobi

Responsibilities

• Support coordination of human resource activities within Section, in recruitment of temporary language staff and other support staff servicing conferences in and outside the duty station.
• Review source documents for completeness, accuracy, and validity of payments; Investigate erroneous payments and take corrective accounting actions. Communicate with relevant Sections/staff regarding missing documentation or any other issues related to discrepancies between their contracts and claims.
• Compile, summarize, enter and maintain data on performance delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of the supervisor.
• Keep up to date on documents/reports/guidelines that have a bearing on matters related to the programme of work in assigned areas, ensuring compliance with recommendations and decisions as well as with United Nations policies and procedures.
• Draft routine correspondence with respect to inquiries related to relevant areas of work.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with Human Resources services as necessary.
• Maintains and reviews organizational staffing tables; printouts and reviews Umoja HR administration related reports. e.g., monitoring WAE payroll transactions, reconciliations of payroll simulation report and communicating with supervisor on same for corrective action
• Maintains up-to-date work unit files electronically and other related documentation.
• Assists with the data entry, collation and maintenance as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planing and decision making.
• Perform other duties as may be required.

Education

• Completion of high school diploma or equivalent is required. Supplementary training in budget and finance, administration, programme/project management or accounts is desirable.

Work Experience

• A minimum of five (5) years of progressively responsible experience in administration, budget and finance, programme/project management, accounts or related area is required.
• The minimum years of relevant experience is reduced by (2) years for candidates who possess a first level University degree.
• Experience using Microsoft Office/Office 365 (Outlook, SharePoint, PowerPoint, Excel) and SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent is required.
• Experience in contract management and HR administrative services is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.