Administrative Assistant Job in Kenya – UN

 Job Title: Administrative
Assistant

Hiring Organization: United
Nations Office
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit Organization
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 02/07/2024

United
Nations and regional organizations; provides administrative and other support
services to the United Nations Environment Programme (UNEP) and the United
Nations Human Settlements Programme (UN-Habitat); provides joint and common
services to other organizations of the United Nations system in Kenya, as
applicable; and manages and implements the programmes of administration,
conference services and public information and provides security and safety
services for United Nations staff and facilities in the United Nations Office
at Nairobi.

Responsibilities


UN
Recreation Centre:

Responsible
for HR related administrative support inclusive of but not limited to
maintaining rosters of administrative staff and instructors, and documents
related to instructors’ contracts and monthly pay.

Provide
financial related administrative support to Commercial Operations Unit
(COU) inclusive of but not limited to processing of United Nations
Recreation Centre (UNRC) related payments in accordance with existing
contracts; help in processing of monthly bills.

Provide
banking support; and handle petty cash. Produce basic monthly financial
reports on revenue.

Focal
point for the client database management system. Responsible to ensure
system is optimally operating, vendors meetings are regularly scheduled,
and that new products and pricing is up to date.

Assists
the Chief, COU as focal point for customer service issues relating to the
UNRC.

Acts
as focal point for transportation of UNRC reception staff including
contract management, billing and any other performance issues.

Support
the introduction and implementation of Event Management initiatives and
activities at the UNRC not limited to provision of customer relations
training in events management and periodic client satisfaction surveys for
events management.

Procurement:

Provide
COU procurement related administrative support inclusive of but not
limited to processing of Low Value Procurement (LVP) cases; creation of
terms of reference for requisitions, raising of shopping carts in Umoja
and assistance with bidders’ conferences.

Assist
the COU supervisor in monitoring contract compliance and/or making
contract amendments or adjustments to Not To Exceed (NTE) where necessary.

Responsible
for procurement for all COU consumables.

Act
as focal point for supplier VAT applications and for payment follow up.
Will also act as focal point for delivery and receipt in conjunction with
Property Management Unit (PMU).

Administrative
Responsibilities:

Provide
support for archiving and updating of rules and regulations related to COU
business areas.

Acts
as communication focal point relating to all COU business areas.
Communication mechanisms include but are not limited to digital
application development, loyalty programs, email broadcasts, posters,
newsletters, management of all COU bulletin boards and surveys.

Acts
as a backup to the supervisor for authorization for commissary access,
shift reports, and fuel station applications.

Works
closely with the Finance Assistant to ensure all COU & UNRC expenses
are captured on time each month for reconciliation.

Acts
as focal point for information on COU activities and extends professional
customer service to all COU customers.

Acts
as special event focal point on behalf of COU. Is responsible for
coordination of business development activities including but not limited
to membership drives, event and Co-working spaces and increasing new
customers.

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.

Perform
other duties as assigned.

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.

PLANING
AND ORGANIZING: 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.

COMMUNICATION:
Speaks and writes clearly and effectively. Listens to others, correctly
interprets messages from others and responds appropriately. Asks questions
to clarify and exhibits interest in having two-way communication. Tailors
language, tone, style and format to match the audience. Demonstrates
openness in sharing information and keeping people informed.

Education

Completion
of high school diploma or equivalent is required.

Supplemental
training in administration, finance and contract management or related
area is desirable.

Work
Experience

A
minimum of Seven (7) years of experience in administrative services,
finance, procurement, accounting, or related area is required. The minimum
year of relevant experience is reduced by two years for candidates who
possess a first level University degree.

Experience
with Enterprise Resource Planning (ERP) system is required.

Experience
with contract administration within the field of facilities management,
commercial operations or construction is desirable.

Experience
with the requisitioning, procurement and payment process is desirable.

Experience
and knowledge in administrative functions including basic reporting,
accountability mechanisms, office management, computer skills and
familiarity with the MS office software is desirable.

Experience
in events management is desirable.

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

Click
Here To Apply

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