Administrative Assistant Job in Kenya – United Nations

This position is located
in the Nairobi office of the Appeals Section, Appeals and Accountability
Section (AAS), Administrative Law Division (ALD), and Office of Human Resources
(OHR) in the Department of Management Strategy, Policy and Compliance (DMSPC).
The Administrative
Assistant

reports to the Legal Officer in the Nairobi office of the Appeals Team.

Responsibilities

Within delegated
authority, the Administrative Assistant will be responsible for the following
duties:  

Human Resources Management 

Initiates, processes, monitors, reviews, and follows up on
actions related to the administration of the unit’s human resource
activities, e.g., recruitment, placement, relocation, promotion,
performance appraisal, job classification reviews, separation, training,
etc., ensuring consistency in the application of regulations and
procedures.

Provide advice and guidance to staff concerning
administrative procedures, processes, and practices, liaising with the
Office of the Director in ALD and Business Partner Service, as necessary.

Budget and Finance


Monitors the status of expenditures and allotments.
Consolidates data received and provides support to
higher-level staff concerning budget reviews of relevant intergovernmental
and expert bodies.

Review the status of relevant expenditures and compare them
with the approved budget.

Reviews requisitions for goods and services to ensure (a)
correct objects of expenditure have been charged and (b) availability of
funds.

Assists in the preparation of budget performance submissions.
Prepares statistical tables and standard financial reports.

General Administration

Prepares, processes, and follows up on administrative
arrangements and forms related to the official travel of staff.

Drafts routine correspondence.
Maintains files of rules, regulations, administrative
instructions, and other related documentation.

Maintains up-to-date work unit files (both paper and
electronic), including confidential legal files.   

Coordinates extensively with service units and liaises
frequently with the Chief of the Appeals Team and internal team members
both at Headquarters and in the field.

Coordinates with Business Partner Service, UNHQ, and UNON on
travel arrangements, visa matters, and other areas as needed.

Performs other related administrative duties, as required,
e.g., request for office supplies and IT equipment; physical space
planning; identification of office technology needs and maintenance of
equipment, software, and systems.

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. 

Other tasks that may be required to support the Appeals and
Accountability team in Nairobi.

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.

Liaise with the Office of the Director in ALD to process the
payment of contractors’ invoices and monitor 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 five (5) years of experience in administrative
services, finance, accounting, audit, human resources, or related areas is
required. The minimum years of relevant experience is reduced to three (3)
years for candidates who possess a first-level university degree or higher.

Experience in providing administrative support in the context
of a legal team is desirable.

Experience in research and preparation of legal or
administrative documents in the United Nations or other international
organizations is desirable.

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 the position advertised, fluency in English is
required. Knowledge of another official United Nations language is an
advantage.

How To Apply

Click Here To Apply

Apply before or on Feb
8, 2024

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