Administrative Assistant(Temporary) at United Nations Office at Nairobi (UNON)

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 etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. 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 and Business Intelligence (BI) reports.

Budget and Finance:  

• Monitors status of expenditures and allotments through Umoja and BI, 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 correct commitment items have been charged and availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.
•  Prepares, processes and follows-up on billing and cost recovery for services rendered.
• Recording of income from Commercial Operations Unit (COU) revenue streams.

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.
• 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 Workshops and meetings and take minutes.
•  Orders consumables for the office.
• Handles customer queries and complaints in a timely manner by email and telephone.
• Escalate problems, sensitive issues or concerns to the supervisor.
• Oversees the work of Commercial Operations Unit (COU) intern if any and guidance on work assignments as appropriate.
• 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.

Commissary:

• Receives and review applications for access to the UN Commissary and ensure they are in line with rules and regulations governing access.
• Process new and renewal applications.
• Receives and inspect all incoming containers.
• Follow a checklist to ensure goods received comply with the host Country agreement list of approved categories of goods and ensure that no tampering has taken place.
• Processes access to the UN Commissary for UN Gigiri conference delegates as required.

Fuel Station:

• Receives, reviews, processes and issues Radio Frequency Identification (RFID) and Generator card applications for access to the UN Fuel and ensure they are in line with rules and regulations governing issuance of such using the Integrated Fuel Management System (IFMS) provided by the vendor.
• Prepares report for banking of revenue from the UNFS.
• Receives and inspects Fuel deliveries Check documentation, container seals, dip readings and sign off the documents.
• Recreation Centre: Processes requisitions/procurement.
• Answers customer queries and/or forward the query to the appropriate RC staff or Supervisor to handle more complex client requests.
• Keep up to date with the RC service e.g membership pricing structure, schedule and price of special services and fitness classes, as well as promotions.
• Provides cover at the UNRC.  Acts as a focal point for COU information and as all round assistance to clients regarding COU services.
• Handles the generic email (incoming and outgoing mail). Performs other duties as assigned by the Supervisor including but not limited to covering for colleagues in the unit during their absences.

Contract Administration:

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Example draft contract TORs, monitor contract validity dates/renewals, contract Not to Exceed (NTE) values.
• 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.
• Performs other duties as assigned.

Competencies
PROFESSIONALISM:

• Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.
• Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations;
• 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.

TEAMWORK:

• Works collaboratively with colleagues to achieve organizational goals;
• Solicits input by genuinely valuing others’ ideas and expertise;
• Is willing to learn from others;
• Places team agenda before personal agenda;
• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.  

PLANNING AND ORGANIZING:

• Develops clear goals that are consistent with agreed strategies;
• Identifies priority activities and assignments;
• Adjusts priorities as required;
• 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.

Education

• Completion of secondary education/ high school diploma is required.
• Additional qualification in front office operations or in achieving client satisfaction service is desirable.
• Supplementary courses or training in Business Administration or a related field is desirable

Work Experience

• A minimum of five (5) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
• Experience working with vendors and clients in cooperate, local NGO or International organization is required.
• 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 English is required. Knowledge of another official United Nations language is desirable