Senior Administrative Assistant Job in Kenya – UN

 Job Title: Senior
Administrative Assistant

Hiring Organization: United
Nations Environment Programme
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 02/05/2024

The
United Nations Environment Programme (UNEP) is the leading global environmental
authority that sets the global environmental agenda, promotes the coherent
implementation of the environmental dimension of sustainable development within
the United Nations system and serves as an authoritative advocate for the
global environment.

UNEP’s
Regional Office for Africa (ROA) supports environmental governance
institutions, processes, and engages a broad range of partners that include
governmental, non-governmental, academic, and private sector entities on
multilateral environmental agreements and sustainability programs and projects
in response to national, sub regional and regional needs and priorities. UNEP’s
support to regions and countries is guided by reforms of the UN Development
System including the UN Resident Coordinator and UN Country Team systems.


Under the
guidance of the Director and Regional Representative Africa Office, the
incumbent will be responsible for the following :

Key
Responsibilities

Administration
Support

Manages
the Office of the Director in the planning, organization, and administration of
the workflow in the Director’s Office.

Provides
both substantive and administrative support in managing the Director’s
priorities and workflow and ensures that management directives and decisions
are properly carried out within the set deadlines.

Serves as
a communication link between the Director and staff members and on behalf of
the Director keeps staff members informed by conveying directives, reports,
status updates and other relevant information, and brings sensitive and urgent
matters to the Director’s attention.

Communicates
with member States, external partners and clients as directed by the Regional
Director.

Organizes
the Director’s calendar by scheduling and proposing timeframes for delivery of
various commitments and ensuring proper time management by setting up,
coordinating and scheduling meetings to ensure the efficient functioning of the
office.

Assists
the Director by coordinating and following-up on tasks assigned to other staff
members.

Coordinate
with service units and liaises frequently with internal team members both at
Headquarters and in the field on a wide range of administrative-related issues
and/or instructions

Provides
advice and clarification to General Service staff members on office management
and improvement of administrative procedures.

Performs
other related administrative duties, as required (e.g., operational travel
programme, meeting scheduling and support to workshops, conferences).

Ensures
adequate background is available to inform the Director’s decision

Constantly
monitors emails to bring to the attention of the Director urgent actions and
drafts/responds to emails on behalf of the Director.

Supports
the drafting, proof-reading and finalizing of formal communication such as
memos, note verbales, letters.

Acts as
the Regional office focal point for Executive Office correspondences as well as
those of other partners.

Prepares
background documents, minutes; coordinates preparation of briefing notes and
speaking points as requested

Assists
in the preparation and development of the unit’s work programme and budget.

Coordinates
the engagement of staff either individually or collectively with the Regional
Director.

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.

Human
Resources Management

Coordinates
various actions related to the administration of the unit’s human resource
activities, e.g., recruitment, performance appraisal, separation of staff
members, training etc., ensuring consistency in the application of UN rules and
procedures.

Provides
advice and answers general queries on classification procedures and processes.

Provides
information and advice to staff/consultants with respect to conditions of
service, duties and responsibilities, and privileges and entitlements under the
Staff Rules and Regulations.

Budget
and Finance

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

Monitors
budget implementation/expenditures and recommends reallocation of funds as
necessary.

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

Perform
other duties as may be assigned.

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, modelling 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. Ability to
perform analysis, modelling and interpretation of data in support of
decision-making.

PLANNING
AND ORGANIZING Develop 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.

CLIENT
ORIENTATION: Considers all those to whom services are provided to be “clients”
and seeks to see things from clients’ point of view; establishes and maintains
productive partnerships with clients by gaining their trust and respect;
identifies clients’ needs and matches them to appropriate solutions; monitors
ongoing developments inside and outside the clients’ environment to keep
informed and anticipate problems; keeps clients informed of progress or
setbacks in projects; meets timeline for delivery of products or services to
the client.
Experience in administrative services, human resources or related areas is
required.
Experience working in a busy director’s office at an International organization
equivalent to UN is required.

Click
Here To Apply

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