Administrative Assistant at United Nations Office at Nairobi (UNON)

Responsibilities
HUMAN RESOURCES MANAGEMENT:

•  Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff 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 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.
•  Monitors staffing table and prepare relevant statistical data/charts.

GENERAL ADMINISTRATION:

•  Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel 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., operational travel programme; monitoring accounts 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 seminars, conferences and translations).
•  May be responsible for guiding, training, and supervising the work of more junior General Service staff.

CONTRACT ADMINISTRATION:

•  Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•  Prepares and processes all UN property passes and swipe-card access and door keys.
•  Maintain contract filing system and archiving.
•  Perform other relevant duties as required.

Competencies

•  PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
•  COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•  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 diploma or equivalent is required.
• Supplemental training in human resources, administration, or related area is required.

Job - Specific Qualification

• The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is desirable.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administrative services, human resources 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 in Enterprise Resource Planning (ERP) system is desirable.
• One (1) year experience or more in data analytics or related area is desirable.
• Experience in administration of vendors contracts such as monitoring and tracking of schedules and costs is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For this position fluency in oral and written English is required. Working knowledge of another UN language is desirable.