UN Administrative Assistant Jobs in Kenya
Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UN-Habitat) globally, as well as other United Nations offices in Kenya by providing administrative, conference and information services. (www.unon.org) This post is located in the United Nations Office at Nairobi, Procurement Section at the Nairobi duty Station. Under the overall supervision of the Chief, Procurement Section, the incumbent will be responsible for the following:
Duties and Responsibilities
Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g recruitment of staff and consultants, 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. • Monitors staffing table and prepare relevant statistical data/charts. PROCUREMENT AND CONTRACT
May assist in processing procurement related actions such as solicitation documents, purchase orders and contract approval documents.
Assists with day-to-day monitoring and administration of contracts between the UN and external contractors for outsourced services.
Prepares and processes all UN property passes and door keys.
Maintain contract filing system and archiving.
Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and 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, identification of office technology needs and maintenance of equipment, software and system, organizing and coordinating seminars, conferences and translations). • May be responsible for guiding, training and supervising the work of more junior General Service staff.
Education
Completion of High school diploma or equivalent is required. Supplemental training in human resources, administration, procurement and contracts administration or related area is required.
Job – Specific Qualification
The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is desirable.
Work Experience
A minimum of seven (7) years of progressively responsible experience in administrative services, human resources, procurement or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
Experience in Enterprise Resource Planning (ERP) system is desirable.
Experience in administration of vendors contracts such as monitoring and tracking of schedules and costs is desirable.
One (1) year experience or more in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position fluency in English is required.
Working knowledge of another UN language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.
How to Apply
For more information and job application details, see; UN Administrative Assistant Jobs in Kenya
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