Administrative Assistant at United Nations

This position is located in the Office of the Director, UNSOS, and will be based in Nairobi, Kenya. The incumbent will report to the Director, UNSOS through the Senior Administrative Officer..

Responsibilities

Human Resources Management

• Coordinates actions with respect to transactions related to the administration of the section’s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members,training etc., ensuring consistency in the application of UN rules and procedures.Liaises with the relevant administrative and human resources offices as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
• Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office.
• Provides advice and answers queries on classification procedures and processes.
• Provides information and advices to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
• Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance

• Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
• Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations as necessary.
• Collects data from relevant databases and prepare customized financial reports when required.
• Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects:
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommend reallocation of funds as necessary.
• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of the year end budget performance report submissions.
• Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

General Administration

• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Provides assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission.
• Coordinates Local Contract Committee (LCC) meetings, schedule the cases on eCC and provide secretarial and administrative sustenance for LCC members.
• Prepares LCC minutes for the Director’s signature and then distribute the minutes to the relevant procurement officials and LCC members.
• Processes LCC cases in ECC electronic portal within five days after the meeting and notify the relevant officials to approve the cases. Send out the signed minutes to all relevant members of the LCC.
• Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations)

Audit Response

• Monitor the implementation of audit oversight recommendations and guide offices on the action required to implement recommendations.
• Coordinate and prepare responses to oversight queries and reports based on the comments received from offices.
• Work closely with sections to close 100% of audit observations and recommendations. Assist in collating suggested audit, inspection and evaluation inputs for the annual work of the oversight bodies (The United Nations Board of Auditor, Joint Inspection Unit (JIU), Board of Inquiry (BOI) and Office of Oversight Service (OIOS).
• Provide support in the facilitation of the field visits of the oversight bodies and the Audit Response Unit/DFS. Coordinate and prepare a regular report on the status on implementation of outstanding BOA, JIU, OIOS, Minimum Operational Security Standards, Minimum Operating Residential Security Standards, Fire and Aviation Safety recommendations. Update the Audit Track database and other oversight tracking databases regularly.
• Provide support in the coordination and maintenance of the Mission’s Risk Register and assist in the facilitation of the performance of the risk assessment. Assist in coordinating the activities of the risk management focal points appointed by heads of mission components.

Competencies

Professionalism

• Knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant administrative guidelines and procedures.
• Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills.
• 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.

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

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

• High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience

• At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required.
• Experience working in a Front Office of a senior official as well on Local Contracts Committee and coordinating audit responses is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in English is required;

Assessment

• Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.