Aug 21, United Nations Support Office in Somalia Administrative Assistant Jobs in Kenya

Org. Setting and Reporting

This position is located in the Mission Support Centre (MSC), within the United Nations Support Office in Somalia (UNSOS) based in Mogadishu. The incumbent will report to the Chief MSC.

Responsibilities

Within limits of delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management

• Oversees the HR processes with regards to recruitment follow up, administration of the section’s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with the relevant administrative and human resources offices as required.

• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.

• Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.

• Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office.

• Provides advice and answers queries on classification procedures and processes.

• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.

• Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

• Ensures follow up on HR tracking processes in coordination with HR colleagues and keeps Pillar and Section Chiefs informed.

Budget and Finance

• Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.

• Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations, as necessary.

• Collects data from relevant databases and prepare customized financial reports when required.

• Reviews, analyses and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects:

• Assists managers in the elaboration of resource requirements for budget submissions.

• Monitors budget implementation/expenditures and recommend reallocation of funds, as necessary.

• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.

• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.

• Assists in the preparation of the year end budget performance report submissions.

• Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

General Administration

• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.

• Coordinates extensively with service units and liaises frequently with internal team members at section and pillar level in the field mission.

• Screens and prioritizes all incoming correspondence, compiles relevant background documents and references, identifies issues requiring the Chief MSC’s attention and refers others to relevant officers for appropriate disposition, monitors and follows-up on actions to be taken.

• Keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of UNSOS leadership.

• Assists in the overall administration of the front office, provides substantive and administrative support in managing priorities and workflow in the Pillar/Section, coordinates multiple and

diverse activities and work processes to ensure management of directives and decisions.

• Handles a wide range of administrative duties and processes, leave requests, attendance records, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference rooms booking, etc.

• Serves as communications link between supervisor and senior staff on behalf of supervisor.

• Prepares briefing notes, talking points and meeting minutes as required.

• Ensures follow up on actions points and deliverables.

• Develops and maintains working relations with counterparts in ATMIS, UNSOM and FGS.

• Liaises with the relevant administrative and human resources offices as required.

• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinates enhancements, as necessary.

• Coordinates extensively with staff within pillar and interpillar and liaises frequently with UNSOS team members to execute assigned tasks.

• Assists in the planning and coordination of activities for mission support operations.

• Acts as focal point for logistics coordination within the pillar and the section; Ensures the office/section maintains up-to-date logistics needs and logistics plans; maintains and monitors requisitions and the progress of related procurement activities;

• Performs other duties as assigned.

Competencies

Professionalism: Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs; Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter.

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.

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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience

At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required of which three (3) years should have been at a supervisory.

Experience working in UN field missions or comparable international organizations is desirable.

Experience in international operations in a post-conflict environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English (both oral and written) is required.

How to Apply

For more information and job application details, see; United Nations Support Office in Somalia Administrative Assistant Jobs in Kenya

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