Administrative Assistant at United Nations Office at Nairobi (UNON)

Responsibilities
UN Recreation Centre:

• Responsible for HR related administrative support inclusive of but not limited to maintaining rosters of administrative staff and instructors, and documents related to instructors' contracts and monthly pay.
• Provide financial related administrative support to Commercial Operations Unit (COU) inclusive of but not limited to processing of United Nations Recreation Centre (UNRC) related payments in accordance with existing contracts; help in processing of monthly bills.
• Provide banking support; and handle petty cash. Produce basic monthly financial reports on revenue.
• Focal point for the client database management system. Responsible to ensure system is optimally operating, vendors meetings are regularly scheduled, and that new products and pricing is up to date.
• Assists the Chief, COU as focal point for customer service issues relating to the UNRC.
• Acts as focal point for transportation of UNRC reception staff including contract management, billing and any other performance issues. 
• Support the introduction and implementation of Event Management initiatives and activities at the UNRC not limited to provision of customer relations training in events management and periodic client satisfaction surveys for events management.

Procurement:

• Provide COU procurement related administrative support inclusive of but not limited to processing of Low Value Procurement (LVP) cases; creation of terms of reference for requisitions, raising of shopping carts in Umoja and assistance with bidders' conferences.
• Assist the COU supervisor in monitoring contract compliance and/or making contract amendments or adjustments to Not To Exceed (NTE) where necessary.
• Responsible for procurement for all COU consumables.
• Act as focal point for supplier VAT applications and for payment follow up. Will also act as focal point for delivery and receipt in conjunction with Property Management Unit (PMU).

Administrative Responsibilities:

• Provide support for archiving and updating of rules and regulations related to COU business areas.
• Acts as communication focal point relating to all COU business areas. Communication mechanisms include but are not limited to digital application development, loyalty programs, email broadcasts, posters, newsletters, management of all COU bulletin boards and surveys.
• Acts as a backup to the supervisor for authorization for commissary access, shift reports, and fuel station applications. 
• Works closely with the Finance Assistant to ensure all COU & UNRC expenses are captured on time each month for reconciliation.
• Acts as focal point for information on COU activities and extends professional customer service to all COU customers.
• Acts as special event focal point on behalf of COU. Is responsible for coordination of business development activities including but not limited to membership drives, event and Co-working spaces and increasing new customers.
• 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.
• Perform other duties as assigned.

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. 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. 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. 
• PLANING 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.
• 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 the audience. Demonstrates openness in sharing information and keeping people informed.

Education

• Completion of high school diploma or equivalent is required. 
• Supplemental training in administration, finance and contract management or related area is desirable.

Work Experience

• A minimum of Seven (7) years of experience in administrative services, finance, procurement, accounting, or related area is required. The minimum year of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience with Enterprise Resource Planning (ERP) system is required.
• Experience with contract administration within the field of facilities management, commercial operations or construction is desirable.
• Experience with the requisitioning, procurement and payment process is desirable.
• Experience and knowledge in administrative functions including basic reporting, accountability mechanisms, office management, computer skills and familiarity with the MS office software is desirable.
• Experience in events management 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 French or another official United Nations language is desirable. 

Deadline: Mar 5, 2024