Administrative Assistant, G6 at Department for General Assembly and Conference Management – DCS Nairobi

Responsibilities
Under the direct supervision of the Administrative Officer, the incumbent will perform the following functions:

General Administration:

•  Creates electronic contracts in accordance with agreed fee structure;  Monitors that submission deadlines are met and completed work is received from the contractors/agencies, discuss any problems with the supervisor;  Coordinates extensively with Documents Management Unit, Language Services Units and liaises frequently with internal team members both at Headquarters and in the field;  Reviews comments from Editorial and Translation Units on the quality and acceptance of contracted work and draws attention if there is shortcoming in work provided;  Propose updates to the standard operating procedures, identification of risks the area of responsibility;  Acts as the focal point for the divisions supplies, liaising with all Sections to capture requirements and ensure optimal reorder levels;  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 materials as required.

Contract Administration:

•  Assists with the 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 agencies’ and contractors' invoices and monitor payments;  Maintains and updates the contractors’ global roster and agencies contract are added to the global roaster according as per relevant policy and procedures;  Ensures that quality control is completed before payments for all outsourced documents and that performance certificates are also completed for services  Provides information and advice to individual contractors and consultants with respect to conditions of service, duties and responsibilities, under the relevant regulations and rules;  Assists contractors with obtaining access the relevant enterprise systems.

Budget and Finance:

•  Creates funds reservation for all outsourced contracts and office supplies;  Creates the relevant documents in the cost recovery of documents services;  Supports in the preparation and development of the unit’s work programme and budget;  Assists in monitoring budget/work programme with respect to translation and editing, office supplies budgets on a regular basis;  Monitors budget implementation/expenditures;  Monitors, reconciles accounts and payment to vendors and individual contractors for services to ensure integrity of the accounts.
• Supports review of operating procedures and control policies in the area of contractual services and submit areas that need review;  Act as a risk champion in monitoring assigned areas of work in the integrated enterprise risk management framework of the Division.
• Provides guidance and training to other staff;  Assists in drafting agreements, documents or meeting minutes;  Identifies and resolves diverse issues/problems as they arise and determines appropriate actions and brings to the attention of the supervisor;  Coordinates extensively with other service units and liaises frequently with internal team members;  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.
• Performs other related administrative duties as required.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions; ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations; the ability to perform analysis, modelling and interpretation of data in support of decision-making; 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.
• 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 secondary education/ high school diploma is required.
• Supplementary training in either business administration, finance, procurement, contracts management or information technology is required.

Work Experience

• A minimum of (7) Seven years of progressively responsible work experience in administrative services, finance, accounting, human resources, procurement, or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience using Microsoft Office specifically Word and Excel; as well as Enterprise Resource Planning (ERP) systems is required.
• Work experience in requisitions, contracts and/or documents management in an Enterprise Resource Planning (ERP) system is required.
• Work experience in information technology field is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations Officials language is desirable.