Administrative Assistant at United Nations Office at Nairobi (UNON)

Responsibilities

The position involves supporting standard administrative activities and processes requiring basic application of rules and procedures.

Main duties

• Compile and maintain records of transactions and office activities; Search office files and records relating to a variety of topics for information and reference; Select information and records in correspondence, technical papers, projects or program plans and general reference documents.
• Draft routine correspondence, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
• Verify receipt and inspection of deliverables and accurately report as required; classify and code material relating to a number of subject areas and maintain general office files
• Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.
• Maintain, update and transmit inventory records of non-expendable equipment.
• Maintain and monitor stock levels of various supply items. Provides guidance to staff on general office processes and procedures, computer applications, etc.
• 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.
• Ensure requirements and background information used for data analysis are documented.
• Perform other duties as required.

Education

• Completion of Secondary education or equivalent is required.
• Bachelor’s degree in administration or human resources management is desirable.

Work Experience

• A minimum of four (4) years’ experience in general office support, administrative support and/or project management support functions for candidates who possess Secondary School certification is required. The minimum years of relevant experience is reduced to two (2) for candidates who possess a first-level university degree.
• Experience working with Microsoft Office applications is required.
• Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable.
• One (1) year of experience within the United Nations or similar international organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

Languages

• Fluency in English is required and working knowledge of local language is an advantage.
• NOTE: ‘Fluency’ equals a rating of “fluent” in ALL FOUR (4) areas (read, write, speak, understand) and ‘Knowledge of’ equals a rating of “confident” in two of the four areas.