Administrative Assistant

The Administrative Assistant provides broad administrative support to the UNEP Executive Office in Nairobi, including managing scheduling, official missions, correspondence, budget monitoring, contract administration, and human resources activities. The role requires coordination with various service units and preparation of reports and data presentations to support decision-making.

Responsibilities

• Prepare, process, and follow-up on administrative arrangements and forms related to the management of the Executive Director’s scheduling, official missions and travels.
• Draft routine correspondence.
• Maintain files of rules, regulations, administrative instructions and other related documentation.
• Maintain up-to-date work unit files (both paper and electronic).
• Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field.
• Perform other related administrative duties, including operational travel programme, monitoring accounts and payment to vendors and individual contractors, physical space planning, office technology needs and maintenance, organizing and coordinating administrative arrangements for seminars, conferences and translations.
• 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.
• Monitor status of expenditures and allotments through Umoja, record variations, update budget tables.
• Consolidate data received and provide support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Review status of relevant expenditures and compare with approved budget.
• Review requisitions for goods and services to ensure correct objects of expenditure and availability of funds.
• Assist in the preparation of budget performance submissions.
• Prepare statistical tables and standard financial reports.
• Assist with visualizations and updating information material such as web pages or brochures.
• Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audit contractors' invoices against goods and services provided and approved by the UN.
• Process payment of contractors' invoices and monitor payments.
• Prepare and process all UN forms and permissions for contractual and work unit staff, including passes and access permissions.
• Initiate, process, monitor, review and follow-up on actions related to the administration of the unit's human resource activities, including recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training.
• Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, in electronic information systems.
• Review entitlements-related claims and reports.
• Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintain and review organizational staffing tables; print and review UMOJA and dashboard reports.

Requirements

• High school diploma or equivalent is required.
• Additional technical training in the fields of administration, human resources, accounting, finance and/or audit is desirable.
• 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) years for candidates who possess a first-level university degree or higher.
• Experience working in a front office and providing support to senior officials is required.
• Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is required.
• Experience working with the United Nations 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 for reading, writing, listening, and speaking is required.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• Enterprise Resource Planning
• Umoja
• Front office support
• Budget Monitoring
• Contract Administration
• Data Analytics
• Report Preparation
• Scheduling
• Correspondence Management
• Decision Support
• UN System Experience

Languages

English