Senior Administrative Assistant Job in Kenya – UN

Responsibilities

Human Resource Management

Coordinates
various actions related to the administration of the unit’s human resource
activities, e.g., recruitment, placement, promotion, relocation, performance
appraisal, job classification reviews, separation of staff members, training,
ensuring consistency in the application of UN rules and procedures. Liaises
with central administration/executive services as required.

Oversees
the maintenance of vacancy announcement files and keeps track of status of
vacancy announcements.

Reviews
and processes personnel actions through UMOJA.

Advises
staff on visa matters.

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.


Monitors
UMOJA staffing tables for a variety of human resource activities, e.g.,
appointments, retirement, expiration of appointments, reassignments, transfer
and movement of staff.

Budget & Finance

Provides
expert assistance in the preparation and development of the unit’s work
programme and budget.

Assists
in monitoring budget/work programme with respect to various budgets, trust
funds, grant and other funds on a regular basis, and suggests reallocations of
resources and implements the reallocations as necessary.

Collects
data from relevant databases and prepares customized financial reports.

Provides
assistance in the review, and preparation of the medium-term plan and its
revisions.

Reviews,
analyses and assists in the finalization of cost estimates and budget
proposals, in terms of staff and non-staff requirements from
departments/offices at headquarters and in the field, including programmatic
aspects; ensures compliance with the medium-term plan and other legislative
mandates.

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

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

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

Monitors
extra-budgetary resources, including review of agreements and cost plans,
ensuring compliance with regulations and rules and established policies and
procedures.

Assists
in the preparation of budget performance submissions.

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

General Administration

Provides
guidance, training and daily supervision to other general service staff in the
area of responsibility.

Provides
assistance in drafting of host country agreements, budget agreements, or
contributions for grants or other activities as appropriate.

Identifies
and resolves diverse issues/problems as they arise and determines appropriate
actions.

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 and the identification of
office technology needs and maintenance of equipment, software and systems,
organize and coordinate seminars, conferences and translations).

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 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.

Data

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. with respect to conditions of service.

Qualifications

Education

Completion
of High school diploma or equivalent is required.

Job – Specific
Qualification

Relevant
training in administration, finance, human resources, or a related field is
required.

Work Experience

A
minimum of ten (10) years of experience in administrative services, finance,
accounting, audit, human resources or related area is required.

Experience
in computer applications, mainly spreadsheets is desirable.

Experience
with an Enterprise Resource Planning System (ERP) e.g., UMOJA is desirable.

Working
experience within a large international organization similar to the United
Nations is desirable.

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

Languages

English
and French are the working languages of the United Nations Secretariat. For the
position advertised, English is required. Knowledge of another official United
Nations language is desirable

How To Apply

Click Here To Apply

Apply before or on Feb 16,
2024

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