Administrative Assistant at United Nations Office at Nairobi (UNON)

Responsibilities

• This position plays a lead role within the work unit, as she/he handles highly complex problems involving a broad range of policies, procedures, and practices, and interprets these for staff members. The position supports inter-agency activities. 

Main Duties  
General    

• Provide interpretation of administrative rules, regulations and procedures.   Arrange for and/or attend meetings on day-to-day administrative matters. Participate in discussions of new or revised procedures and practices, and interpret and assess the impact of changes and make recommendations for follow-up action. Coordinate the preparation of regular reports by gathering and summarizing material. Prepare correspondence, draft evaluations and justifications, as required, on tasks which may be of a confidential nature within the assigned area of responsibility. Assist in the preparation of office budgets applicable to staff and servicing costs and maintains budgetary control records. May also supervise activities concerned with office and grounds maintenance, security, transport and similar services; Provide interpretation of administrative rules, regulations and procedures. 

Human Resources   

• Process entitlements, issues staff, personnel and/or consultant contracts and maintains various personnel records and files. Brief staff, consultants and/or personnel on general administrative matters relating to administrative issues such as visas, licenses and security. Participate in the recruitment of support staff for non-specialized work, including evaluating candidate applications, administering routine tests and conducting preliminary interviews of candidates. Assist in coordinating the work of support staff in the office, setting work schedules, assign support staff to meet work requirements and organise for replacements as required. Review and evaluate the work of subordinates. Provide advice and ensure administrative support as required.Procurement   Research, retrieve and present information on sources of supply, vendors by commodity, etc., and obtain specifications for new products and equipment on the market. Prepare requisitions for supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records. Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received.  
• In addition, the incumbent will:   Assist 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. Assist with visualizations and updating information material such as web pages or brochures.   Ensure that requirements and background information used for data analysis are documented.   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. 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.   
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies and 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 and uses time efficiently.  
• 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 or equivalent is required.Bachelor’s degree in Business Administration, Human Resources Management or related areas is desirable.

Work Experience

• A minimum of six (6) years’ experience in general office support, administrative support and project management support functions is required. The minimum years of relevant experience is reduced to 4 years for candidates who possess a first-level university degree or higher.    Experience working with Microsoft Office applications is required.  Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) systems is desirable.  One (1) year of experience within the United Nations or similar international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

• Fluency in English is required and working knowledge of local language is desirable.