Administrative Assistant, G6 at United Nations Office at Nairobi (UNON)

This position will be located in the Programme Management Section and the incumbent will report to the Senior Programme Management Officer (SPMO) for the UNON Conference Facilities Capital Project, Division of Administrative Services, UNON. Within the delegated authority, the Administrative Assistant will be responsible for the following duties:

Responsibilities

Human Resources Management

• Initiates, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and individual contractors and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff, individual contractor and consultants 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 and recruitment and provides regular updates.
• Monitors staffing table and prepare relevant statistical data/charts for purposes of reporting.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements.
• Support, Monitor 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 and relevant statistical data/charts from Umoja system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, HR and budgetary 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., official travel planning, monitoring budgets 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 meetings, retreats, events; requisitioning of office supplies, furniture and equipment).
• Supports drafting of presentations and collates inputs and information for preparation of reports for presentation to inter-governmental bodies.

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 as per approved contract and deliverables.
• 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, swipe-card access and door keys.
• Coordinates with other project team members on all general administrative matters.
• 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 any other assigned duties.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources in Secretariat ERP (Umoja) and Human Resources (Inspira) platforms. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Competency in the use of relevant information technology and systems. 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 AND 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. Supplemental training and certification in Administration, budget finance, accounting, human resources is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Eastern Asia (ESCWA), United Nations Office at Geneva.

Work Experience

• Seven (7) years of work experience in administrative services, budget finance, accounting, human resources or related area is required.
• Experience with the use of Enterprise Resource Planning (ERP) System (known as UMOJA within the United Nations) is required.
• Experience in Project management or contract management is desirable.
• Experience in construction management is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.