Administrative Assistant

United Nations Environment Programme

Nairobi, Kenya

Org. Setting and Reporting

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. This position is located in the Civil Society Unit of the Governance Affairs Office at the Nairobi duty station within the United Nations Environment Programme (UNEP) and under the direct supervision of the Chief of the Unit. The Administrative Assistant will be responsible for the following duties:

Responsibilities

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, ensuring consistency in the application of regulations and procedures.
  • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal in electronic information systems.
  • Reviews entitlements-related claims and reports.
  • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
  • Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.

Budget and Finance

  • Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
  • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
  • Reviews status of relevant expenditures and compares with 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).
  • 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
  • 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.

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.

Education

  • 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 area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is required. Experience in an international organization such as the United Nations is desirable. 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, 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 (speak, read, write, and understand), and 'Knowledge of' equals a rating of 'confident' in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/236144?language=en