Administrative Assistant

The Administrative Assistant provides high-level administrative and operational support to the Executive Director's office at UNEP Nairobi. Responsibilities include managing communication, coordinating activities, supporting human resources and budget functions, and assisting with contract administration and office management.

Responsibilities

• Serves as a communication link between the Executive Director’s office and staff members, conveying directives, reports, status updates and other relevant information, and bringing sensitive and urgent matters to the Executive Director's attention.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Provides substantive and administrative support in managing priorities and workflow of the Executive Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner.
• Liaises with the Executive Office to support confidential matters related to handling of sensitive documentation and calendar management.
• Performs other related administrative duties, such as operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating seminars, conferences and translations.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• 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.
• Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Reviews and processes personnel actions through UMOJA.
• Monitors staffing table and prepares relevant statistical data/charts.
• Assists in the preparation and review of financial and human resource proposals/requirements.
• Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Prepares or customizes financial reports from UMOJA system generated reports.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• 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.

Requirements

• High school diploma or equivalent is required.
• Additional training in business administration, human resources or related areas is desirable.
• A minimum of seven (7) years of progressively responsible experience in the field of office management, administrative services, finance/accounting, human resources management or related area 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.
• Work experience in providing high-level administrative and operational support to senior management in an international organization is required.
• Experience working with an Enterprise Resource Planning (ERP) system is desirable.
• At least five (5) years of experience within the United Nations Common System or similar international organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English language proficiency at UN Level II is required.
• French language proficiency at UN Level II is desirable.

Skills

• Office Management
• Administrative Services
• Finance Accounting
• Human Resources Management
• Operational Support
• Enterprise Resource Planning
• Data Analytics
• Contract Administration
• Budget Support Services
• Communication Management

Languages

English, French