Administrative Assistant, G7 at Department for General Assembly and Conference Management – DCS Nairobi

Responsibilities

• Coordinates with Meetings Management Unit and the substantive client offices to determine the conference requirements for proposed conference and meetings such as hospitality, travel, transport and accommodation for delegates, meet and greed participants, exhibition space requirements, audio-visual requirements, etc.
• Liaises with relevant sections of conference services to capture and determine the extra conference services activities between Division of Conference Services and the other conference services providers at UNON on one hand and external services providers on the other.
• Determine in conjunction with various sections of the Division on the outsourced meetings services.
• Participates in negotiations of the service level agreements to ensure that the services are provided in the most favourable terms and notifies clients of the agreed terms and conditions as well as the cost implications.
• Ensures that all agreed services are confirmed in writing as to quality, delivery date and time, and cost, and that the appropriate service agreements are prepared before actual service delivery.
• Ensures that external service providers are given access to UN compound on a timely basis by liaising with the security section for appropriate entry passes for their staff and vehicles.
• Follows up with service providers to ensure timely delivery of services to be delivered to the clients.

Supervision and follow up of extra conference services requirements:

• Checks and ensures that arrangements for all services to be provided are in place before commencements of meetings.
• Reviews goods and services being delivered ensuring that these are in agreement with the agreed terms and conditions stipulated in the service agreement regarding quality and quantity.
• Supervises and ensures smooth delivery of the services during the period required.
• Maintains constant contacts with substantive client offices and personnel, various sections of the Division of Conference Services and other conference services service providers to determine any additional goods and services as well as other emerging clients' needs and ensures that all these are arranged for and provided promptly.

Budget, finance, and cost recovery:

• Carries out requisition of goods and services including request for quotations, terms of reference and raising shopping carts.
• Acknowledge all goods and services procured and matching them against the supporting documents including the Goods Received Note and invoices as to quality and quantity.
• Verifies and reports any anomalies and discrepancies, ensuring that appropriate adjustments are made to final documentation presented before payment.
• Endorses the invoices for payment to the relevant finance officers in the Division of Conference Services and Finance Section, UNON for prompt settlement.
• Follows up any disputes arising from the services provided and ensures that these are resolved promptly.
• Assists in monitoring budget/work programme and cost recovery with respect to translation and editing budgets, external conferences on a regular basis. In coordination with Services Delivery ensure that cost recovery functions of goods and services provided are fully undertaken.

Contract Administration:

• Perform programming functions in the documents management system of raising contracts to both individual and institutional contractors who have been issued with editing and translation Contracts.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the services provided by the contractor and approved by the UN.
• Processes the payment of agencies’ and contractors' invoices and monitor payments.
• 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.
• Perform other duties as required.
• Supervise staff and perform other related duties as assigned.

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, modeling 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, travel, or contracts management is required.

Work Experience

• A minimum of (10) Ten 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.
• Four (4) progressive years of work experience in contracts, supply chain, finance, or administrative services in an Enterprise Resource Planning (ERP) system is required.
• Work experience with the United Nations or similar organization 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.