Administrative Assistant

United Nations Office at Nairobi

Nairobi, Kenya

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as the global Resident Coordinator System and other UN offices in Kenya, by providing administrative, conference, Security and information services (www.unon.org). This post is located in the Office of the Director, Division of Administrative Services (DAS), UNON. Under the direct supervision of the Special Assistant to Director, the incumbent will perform the following functions:

Responsibilities

General Administration:

  • Assists to coordinate official mission for the Director of Administration, including logistical requirements, provision of travel itineraries and meeting planning.
  • Drafts agenda, reports, official programmes, notes/minutes of meetings, retreats, workshops, official visits. Ensures smooth workflow. Prepares list of participants and relevant focal points.
  • Liaises with focal points efficiently and updates all information/documentation and disseminates quickly to relevant stakeholders.
  • Assists to prepare On Behalf of Travel Requests and Expense Claims as required.
  • Organizes and maintains reference material and background documents in DAS document repository.
  • Maintains statistics in database of events based on requests and shares the list indicating the interpretation requirements, venue, date and other relevant information, on a quarterly basis with Budget section for purposes of cost recovery as necessary. Coordinates with Division of Conference Services as required.
  • Drafts and routes correspondence for signature.
  • Act as back up for other staff on administrative/programmatic functions in the Office of the Director.

Data Management:

  • Dashboards: Use dashboards and other business intelligence and analytical products for management and clients including Key Performance Indicators, other metrics and visuals as appropriate.
  • Reporting: Coordinates and presents management summaries related to reporting, both through local dashboards and the DMSPC management dashboard. Coordinates data and reports related to DAS activities including events, townhalls and other activities.
  • Generate annual reports and request verification by DAS Chiefs of Services on provisioning. Assist in generating ad-hoc reports through the Management Dashboard.
  • Assist UNON SLO in follow up on Delegation of Authority sub-delegation analysis and Segregation of Duties conflict reporting.

Other duties:

  • Assist 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.
  • Assist with visualizations and updating information material such as web pages or brochures.
  • Perform other related duties, as assigned.

Education

  • Completion of secondary education/ high school diploma is required. Supplementary training in administration or related area is desirable.

Work Experience

  • A minimum of seven (7) years of progressively responsible experience in administration, programme management or information technology related role is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience with an Enterprise Resource Planning (ERP) system (Umoja or similar) is required. Experience in the United Nations system or similar multi-national organization is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.

Languages

  • English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another official United Nations language is desirable. NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/235219?language=en