Administrative Assistant at United Nations Office at Nairobi (UNON)

Responsibilities

HUMAN RESOURCES MANAGEMENT: 

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitors staffing table and prepare relevant statistical data/charts.

PROCUREMENT AND CONTRACT ADMINISTRATION:

• May assist in processing procurement related actions such as solicitation documents, purchase orders and contract approval documents.
• Assists with day-to-day monitoring and administration of contracts between the UN and external contractors for outsourced services.
• Prepares and processes all UN property passes and door keys.
• Maintain contract filing system and archiving.

GENERAL ADMINISTRATION:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• 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, identification of office technology needs and maintenance of equipment, software and system, organizing and coordinating seminars, conferences and translations). • May be responsible for guiding, training and supervising the work of more junior General Service staff.
• 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 relevant duties as required.

Job - Specific Qualification

• The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is desirable.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administrative services, human resources, procurement or related area is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
• Experience in Enterprise Resource Planning (ERP) system is desirable.
• Experience in administration of vendors contracts such as monitoring and tracking of schedules and costs is desirable.
• One (1) year experience or more in data analytics or related area is desirable.