Senior Administrative Assistant, G7 at United Nations Office at Nairobi (UNON)

This position is located within the dedicated Project Management Team for the A-J Replacement Project and reports directly to the Sr. Project manager of the A-J Project. Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:

Responsibilities

HUMAN RESOURCES MANAGEMENT:

• Coordinates various actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Provides advice and answers general queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

PROJECT AND FINANCIAL MANAGEMENT:

• Provides expert assistance in the preparation and development of the unit's work programme.
• Monitor the status of the Section's project budgetary accounts and liaise with BFMS to ensure appropriate allocation and utilization of funds.
• Provides expert assistance in the preparation and development of the unit's work programme and budget.
• Monitor the status of Section's project accounts and liaise with BFMS to ensure appropriate allocation and utilization of funds.
• Consolidate and monitor the various budgets and advise supervisors on status of expenditures and remaining balances in good time to allow maximum utilization of resources and implementation of work plan.
• Take the lead in and ensure the timely processing and following up on all the Unit's vendor payments.
• Provides assistance in the review, and preparation of the medium-term plan and its revisions.

GENERAL ADMINISTRATION:

• Provides guidance, training and daily supervision to other general service staff in their area of responsibility
• Assist in drafting of agreements, documents or meeting minutes.
• Identifies and resolves diverse administrative issues/problems as they arise and determines appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members.
• 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 material such as web pages or brochures.
• 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate meetings and workshops).

PROCUREMENT AND CONTRACT ADMINISTRATION:

• Prepare, review and follow up as required on the procurement requirements for the A-J replacement project.
• Monitoring progress on the Project's procurement requirements from solicitation of goods/services in liaison with UNON's Procurement Section. Support and track technical evaluations and the compiling of bid evaluation reports.
• Following-up with vendors to ensure timely delivery of goods and services.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Process the payment of contractors' invoices and monitor payments using Umoja and Payable Register system.
• Prepares and processes all UN forms and permissions needed for contractor staff to operate, including: UN grounds passes for institutional Individual Contractors and gate passes for removal of property from the compound;
• Performs other relevant duties as assigned by the Sr Project Manager.

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.
• PLANNING & ORGANISING: 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.
• 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.

Education

• Completion of high school diploma or equivalent is required.
• Supplementary courses or additional training in administration, project management or other related field is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience

• A minimum of ten (10) years of progressive relevant work experience in the field of administration (i.e. Finance, human resources, procurement, general administration, programme or project administration) is required.
• Working experience in the Enterprise Resource Planning (ERP) System/Systems Applications and Products(SAP) is required.
• Experience with supporting the development of work plans, targets and time schedules and monitoring and reporting against the same is desirable.
• Experience in administering budgetary funds and lines in an ERP platform is desirable.
• 1 year or more of experience in data analytics or related area is desirable.