UNEP Senior Administrative Assistant Jobs in Kenya
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
UNEP’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition.
This position is located in UNEP Ecosystems Division in the Administrative Services, Administrative and Human Resources Unit in the Nairobi duty station. Under the direct supervision of the Administrative Officer the incumbent will perform the following functions
Responsibilities
Human Resources Management
• Coordinates various actions related to the administration of the Division’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services (UNEP Corporate Services Division and UNON Human Resources Management Service) as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Provides advice and answers general queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
• Collects data from relevant databases/systems/Business Intelligence platforms and prepares customized HR reports.
Budget and Finance
• Assists in monitoring budget/staff related costs and suggests reallocations of resources and implements the reallocations as necessary.
• Provides assistance in the review, and preparation of the medium-term plan and its revisions.
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of personnel requirements from offices in the Division, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assists in the preparation of budget performance submissions in relation to personnel costs.
• Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
General Administration
• Provides guidance, training and daily supervision to other general service staff in human resources related issues.
• Provides assistance in drafting of, budget agreements relating to personnel as appropriate.
• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at UNEP Headquarters and with Division offices in the field.
• Performs other related administrative duties, as required (e.g., 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, organize and coordinate seminars, conferences and translations).
• 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.
Contract Administration
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
Competencies
Education
Job – Specific Qualification
Work Experience
Languages
How to Apply
For more information and job application details, see; UNEP Senior Administrative Assistant Jobs in Kenya
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