UNON Senior Administrative Assistant/associate (Un Kenya Common Roster) Jobs in Kenya
Org. Setting and Reporting
The United Nations Secretariat, Agencies, Funds and Programmes based in Kenya is recruiting the following position to fill and populate the UN Kenya Common Roster for Kenya-based UN Offices for General Service and National Officer positions.
Under the overall guidance of the Head of the specific Agency/Organization, this post may report to the Administrative Analyst, Operations Officer or designated supervisor of the respective entity. Within delegated authority, the Administrative Associate/Senior Administrative Assistant works in close collaboration with staff in the respective office and other UN offices to ensure consistent service delivery.
Responsibilities
General:
Analyze and maintain an overview of the work of the unit/department to ensure that timely administrative support is provided in general and specialized areas.
Supervise, directly and indirectly, activities concerned with office and/or grounds maintenance, security, transport and/or similar services.
Brief staff on general administrative matters and practices.
Advise and assist senior staff in office management.
Arrange for and/or attend meetings on day-to-day administrative matters.
Participate in discussions of new or revised procedures and practices and interpret and assess the impact of changes and make recommendations for follow-up action.
Prepare correspondence, status reports, draft evaluations, and justifications, as required, by consolidating data and information on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
Supervise the maintenance of automated databases and the centralized reference and filing systems.
Verify contractors’ invoices against the goods and services provided by the contractor.
Process the payment of contractors’ invoices and monitor payments.
Identify and resolve diverse issues/problems as they arise and determine appropriate actions.
Human Resources
Participate in the recruitment, selection and training of support staff, including evaluating and screening applications of such candidates.
Review and evaluate work of subordinates directly or through lower-level supervisors.
Ensure the timely processing of entitlements by subordinate staff and provide guidance on non-routine cases.
Assist in the organization and conduct of training courses and workshops by conducting simple briefings or courses and identifying vendors to conduct routine specialized training courses.
Supervise and support the maintenance of entitlements reference tables in the human resources ERP system.
Review and process requests for entitlements and exceptions to the Staff Regulations and Rules.
Monitor issues related to conditions of service of staff and advise the supervisor of any developments.
Support policy development for the human resources policies for support staff.
Procurement
Research and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., and obtain specifications for new products and equipment on the market.
Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received.
Prepare requisitions for supplies and equipment purchased locally and/or abroad, arranges for control of distribution and maintenance of appropriate inventory records.
Within delegated authority, authorize purchases up to a limit within an assigned area of responsibility.
Coordinate timely delivery of goods and services.
The incumbent undertakes the following duties the specific functional areas:
Assist with the collection and analysis of data as well as preparation of data presentations and report for information sharing, responding to queries, knowledge management, planning and decision making.
Assist with visualizations and updating information material such as web pages and/or brochures.
Ensure that requirements and background information used for data analysis are documented.
Performs other duties as assigned.
Competencies
Professionalism:
Ability to perform a broad range of administrative functions, e.g., human resources, operations, project management, logistics, procurement and inventory, travel, visa and immigration support, or related functions.
Ability to coordinate multiple activities, analyze and resolve specific problems and issues, demonstrated service orientation, including a capacity to respond to service needs promptly and pro-actively.
Ability to perform analysis, modeling and interpretation of data in support of decision-making.
Shows pride in work and in achievements and demonstrates professional competence and mastery of subject matter.
Is conscientious and efficient in meeting commitments, observing deadlines and achieving results and 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.
Accountability
Takes ownership of all responsibilities and honours commitments.
Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
Operates in compliance with organizational regulations and rules.
Supports subordinates, provides oversight and takes responsibility for delegated assignments.
Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Planning & 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.
Keeps clients informed of progress or setbacks in projects.
Meets timeline for delivery of products or services to client.
Education
Completion of Secondary education or equivalent is required.
Bachelor’s degree in administration or human resources management is desirable.
Job – Specific Qualification
Relevant training in administration, human resources management, operations, procurement, project management or related area is desirable.
Work Experience
A minimum of ten (10) years’ experience in administrative services, HR, Procurement, Operations and/or project management functions for candidates who possess Secondary School certification is required.
The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.
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 organizations 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 desirable.
How to Apply
For more information and job application details, see; UNON Senior Administrative Assistant/associate (Un Kenya Common Roster) Jobs in Kenya
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