Brief details about UN jobs in Nairobi – SENIOR ADMINISTRATIVE ASSISTANT:

• Organization: UNEP – United Nations Environment Programme
• Location: Nairobi
• Grade: Administrative support – GS-7, General Service – No need for Higher Education – Locally recruited position
• Occupational Groups:
  • Operations and Administrations
  • Administrative support
• Closing Date: 2023-07-19

About UNEP:

Information about the organization that has offered the UN jobs in Nairobi – SENIOR ADMINISTRATIVE ASSISTANT job:

The United Nations Environment Programme (UNEP) is an association established in 1972 to guide and harmonize environmental activities within the United Nations (UN) system. UNEP works closely with its 193 Member States and agents from civil society, businesses, and other major groups and stakeholders to address environmental challenges via the UN Environment Assembly, the world’s highest-level decision-making body on the environment. UNEP advances international cooperation on environmental issues, provides guidance to UN organizations, and encourages the international scientific neighborhood to participate in formulating policy for many of the UN’s environmental projects. UNEP’s efforts are focused on varying the triple planetary crisis of climate change, nature and biodiversity loss, and corruption and waste to achieve the Sustainable Development Goal.

Tasks of UN jobs in Nairobi – SENIOR ADMINISTRATIVE ASSISTANT:

Human Resources Management:

•  Acts as human resources focal point for the office.
•  Coordinates different 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, ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
•  Manages the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Checks and processes personnel actions through Umoja.
•  Provides advice and responses general queries on classification procedures and processes.
•  Provides info 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 and follows up the KPI for the office through compliance of mandatory trainings and timely fulfillment of performance appraisal documents and ensures reporting compliance.
•  Raises shopping carts for Consultants and Individual Contractors, creates Service Entry Sheets to record services generated and submits payment requests for disbursement.
•  Observes UMOJA staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
•  Keeps on an ongoing basis the division organizational chart and the staff/personnel directory up to date.
•  Keeps on an ongoing basis all staff and personnel contractual history within the division.
•  Act as the office time administrator and observe leave requests in the office.

Budget and Finance:

•  Provides expert service in the preparation and development of the Division’s work programme and budget.
•  Helps in monitoring budget/work programme with respect to various budgets, grant and other funds on a regular basis and suggests reallocation of resources and implements the reallocation as necessary.
•  Gathers data from relevant databases and prepares customized financial reports.
•  Provides service in the review and preparation of the medium-term plan and its revisions.
•  Checks , analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements; ensures compliance with the medium-term plan and other legislative mandates.
•  Helps managers in the elaboration of resource requirements for budget submissions.
•  Monitors budget performance/expenditures and recommends reallocation of funds as necessary.
•  Checks requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
•  Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
•  Helps in the preparation of budget performance submissions.
•  Helps in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

General Administration:

•  Provides direction, training and daily supervision to other general service staff in the area of responsibility.
•  Provides assistance in drafting of budget agreements, publications and newsletters or contributions for grants or other movements as appropriate.
•  Recognizes and resolves diverse issues/problems as they arise and determines appropriate actions.
•  Keeps on an ongoing basis the list of property, including the active subscriptions and licenses, mobile lines, and landline extensions, among others, ensuring timely renewal or deactivation.
•  Coordinates extensively with service units and liaises frequently with internal team members both at UNEP and the sister agencies.
•  Conducts 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, intergovernmental meetings, conferences).
•  Helps 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.

Contract Administration:

•  Helps with the day-to-day administration of contracts between the UN and external contractors for outsourced services.
•  Audits the contractors’ invoices against the goods and assistance provided by the contractor and approved by the UN.
•  Processes the payment of contractors’ invoices and monitor payments.
•  Supervises the correct tracking and maintenance of office assets and equipment and ensures all relevant equipment is covered by the relevant insurance policy.
•  Acts as Travel Administrator for non-staff personnel and creates travel requests and expense reports in agreement with the UN regulations, rules and processes.
•  Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys.

Data:

•  Helps 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.
•  Aids with visualizations and updating information material such as web pages or brochures.

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Qualifications of UN jobs in Nairobi – SENIOR ADMINISTRATIVE ASSISTANT:

Education

• High school diploma or equivalent is needed. Supplemental training in administration, finance / accounts, audit, human resources management or related area desirable.

Work Experience

• A minimum of ten (10) years of progressively responsible background in administration, finance, human resources, procurement, or related area, is required.
• Work experience in the last five (5) years with large Enterprise Resource Planning Systems, such as SAP (Umoja) is needed.
• Background with analysis of volumes of data and the of complex formulas and pivot tables in Microsoft Excel is required.
• Background with information management and business processes systems, such as SharePoint, is desirable.
• One (1) year or more of background in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is needed. Knowledge of another official United Nations language is desirable.

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