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