Administrative Assistant, G5 at United Nations Office at Nairobi (UNON)

Responsibilities

• The position involves supporting standard administrative activities and processes requiring application of rules and procedures.
• Main Duties General Draft correspondence, memoranda and reports on the basis of oral instructions, previous correspondence or other available information sources.
• Classify and code material relating to several subject areas and maintain general office files or provides guidance to junior-level staff in performing this duty.
• Arrange internal and external meetings, some involving high-ranking officials and talks minutes and/or notes at meetings.
• Assist in the development of travel plans for the unit and makes travel and hotel reservations, prepares travel orders and assembles information pertinent to the purpose of travel
• Advise on and make arrangements for shipment and receipt of office and project supplies and equipment, including arranging customs clearances.
• Maintain, update and transmit inventory records on non-expendable equipment. Human Resources
• Maintain vacancy announcements and conduct pre-recruitment formalities, including reference checks, preparing and dispatching letters of offer and calculating salary and entitlements.
• Coordinate and arrange interview schedules, prepares agenda and provides relevant documentation required for recruitment-related meetings to HR Officers and Program Managers.
• Set up and maintain reference files/records (electronic and/or hardcopy).
• Process requests and provide assistance, advice and briefings to staff members and their dependents on issues relating visas, identity cards, driving licenses and other necessary personnel related documents in accordance with requirements of the organization and the host country. 

Education

• Completion of Secondary education or equivalent is required.
• Bachelor’s degree in administration or human resources management is desirable.

Work Experience

• A minimum of five (5) years’ experience in general office support, administrative support and/or project management support functions for candidates who possess Secondary School certification is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
• Experience working with Microsoft Office applications is required.
• MS word or Word or Excel or Powerpoint or Access or Google Docs or G-Suite or Quickbooks or Computer packages or Computer applications or Google Suite or Computers. Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system 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.