Administrative Assistant Job in Kenya

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, etc., ensuring consistency in
the application of UN rules and procedures.    

Respond to inquiries and
provide 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 the status of vacancy
announcements. Reviews and processes personnel actions in collaboration with
the HR Unit. 

Monitors staffing tables
and prepares relevant statistical data/charts.  

Budget and Finance 


Assists in the preparation
and review of financial and human resource proposals/requirements. Consolidates
budget/work program concerning Headquarters’ budget, trust funds, grants, and
procurement.   

Monitors expenditures and
compares with approved budget; prepares adjustments as necessary. 

Assists managers in the
elaboration of resource requirements for budget submissions. 

Assists in the preparation
of budget performance submissions and finalization of budget performance
reports, analyzing variances between approved budgets and actual expenditures.

Prepares or customizes
financial reports from Umoja system-generated reports.

Coordinates with other
finance and budget staff on related issues during the preparation of budget
reports.

General Administration

Drafts routine
correspondence to respond to inquiries concerning relevant administrative,
financial audit, and 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 program;
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 systems; 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.

Contract Administration

Assists with day-to-day
administration of contracts between the UN and external contractors for
outsourced services.

Audits the contractors’
invoices against the goods and services provided by the contractor and approved
by the UN.

Processes the payment of
contractors’ invoices and monitors payments.

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.

Qualifications

Education

A high school diploma or
equivalent is required.

Work Experience

A minimum of seven (7)
years of experience in administrative services, human resources, finance, or a
related area is required. The minimum years of relevant experience is reduced
to five (5) years for candidates who possess a first-level university degree or
higher.

Experience of three (3)
years dealing with time-sensitive and confidential administrative matters
supporting senior-level officials is desirable.

Experience working in ERP
systems, such as Umoja, is desirable.

Working experience within
the United Nations System or similar organization is desirable.

One (1) year or more of
experience in data analytics or related areas is desirable.

Languages

English and French are the
working languages of the United Nations Secretariat. For this post, fluency in
English is required. Good working knowledge of another UN language is
desirable.

How To Apply

Click Here To Apply

Apply before or on 13th Feb
2024

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