Administrative Assistant

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration
  • Deadline:
    08/02/2024

JOB DESCRIPTION

Administrative Assistant
Job Opening
Job Opening ID: 223707
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-5
Duty Station : NAIROBI
Department/Office : Department of Management Strategy, Policy and Compliance Office of Human Resources
Date Posted : Jan 10, 2024
Deadline : Feb 8, 2024

Org. Setting and Reporting
This position is located in the Nairobi office of the Appeals Section, Appeals and Accountability Section (AAS), Administrative Law Division (ALD), Office of Human Resources (OHR) in the Department of Management Strategy, Policy and Compliance (DMSPC). The Administrative Assistant reports to the Legal Officer in the Nairobi office of the Appeals Team.

The Division is in charge of the implementation of the United Nations (UN) standards of conduct for all categories of personnel across the UN Secretariat. ALD provides strategic and legal advice on internal justice matters and represent the Secretary-General before the United Nations Dispute Tribunal. ALD handles disciplinary matters relating to Secretariat staff members, oversees and coordinates efforts and actions to prevent and respond to unsatisfactory conduct, and works to empower and support UN Secretariat managers in the exercise of their responsibilities to address conduct and discipline matters.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with the Office of the Director in ALD and Business Partner Service, as necessary.

Budget and Finance
• Monitors status of expenditures and allotments.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• 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.
• Prepares statistical tables and standard financial reports.

General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic), including confidential legal files.
• Coordinates extensively with service units and liaises frequently with the Chief of the Appeals Team and internal team members both at Headquarters and in the field.
• Coordinates with Business Partner Service, UNHQ and UNON on travel arrangements, visa matters, and other areas as needed.
• Performs other related administrative duties, as required, e.g., request for office supplies and IT equipment; physical space planning; identification of office technology needs and maintenance of equipment, software and systems.
• 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.
• Other tasks which may be required to support the Appeals and Accountability team in Nairobi.

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.
• Liaise with Office of the Director in ALD to process the payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. 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.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
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 in providing administrative support in the context of a legal team is desirable.

Experience in research and preparation of legal or administrative documents in the United Nations or other international organization is desirable.

1 year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

This job has expired.