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ADMINISTRATIVE ASSISTANT (Duration 5 Months)
Job Opening ID: 248203
- Job Network : Management and Administration
- Job Family : Administration
- Category and Level : General Service and Related Categories, G-5
- Duty Station : NAIROBI
- Department/Office : Department for General Assembly and Conference Management – DCS Nairobi
- Date Posted : Nov 27, 2024
- Deadline : Dec 3, 2024
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Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).
The position is located in the Conference Support Section, Division of Conference Services. Under the supervision of the Finance and Budget Officer. Within limits of delegated authority and depending on location, the incumbent will be responsible for the following duties:
Responsibilities
- Support coordination of human resource activities within Section, in recruitment of temporary language staff and other support staff servicing conferences in and outside the duty station.
- Review source documents for completeness, accuracy, and validity of payments; Investigate erroneous payments and take corrective accounting actions. Communicate with relevant Sections/staff regarding missing documentation or any other issues related to discrepancies between their contracts and claims.
- Compile, summarize, enter and maintain data on performance delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of the supervisor.
- Keep up to date on documents/reports/guidelines that have a bearing on matters related to the programme of work in assigned areas, ensuring compliance with recommendations and decisions as well as with United Nations policies and procedures.
- Draft routine correspondence with respect to inquiries related to relevant areas of work.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with Human Resources services as necessary.
- Maintains and reviews organizational staffing tables; printouts and reviews Umoja HR administration related reports. e.g., monitoring WAE payroll transactions, reconciliations of payroll simulation report and communicating with supervisor on same for corrective action
- Maintains up-to-date work unit files electronically and other related documentation.
- Assists with the data entry, collation and maintenance as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Perform other duties as may be required.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions; ability to apply knowledge of various United Nations administrative rules and regulations in work situations. Ability to perform analysis, modeling 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.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Monitors and adjusts plans and actions as necessary. Uses time efficiently. 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 client.
Education
- Completion of high school diploma or equivalent is required.
- Supplementary training in budget and finance, administration, programme/project management or accounts is desirable.
Work Experience
- A minimum of five (5) years of progressively responsible experience in administration, budget and finance, programme/project management, accounts or related area is required. The minimum years of relevant experience is reduced by (2) years for candidates who possess a first level University degree.
- Experience using Microsoft Office/Office 365 (Outlook, SharePoint, PowerPoint, Excel) and SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent is required.
- Experience in contract management and HR administrative services 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 post advertised, fluency in oral and written 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.
Assessment
- Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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