The United Nations Office at Nairobi, the UN headquarters in Africa, was established by the General Assembly in 1996. The office is headed by a Director-General, at the Under-Secretary-General level, serves as the representative office of the Secretary-General in Nairobi and performs representation and liaison functions with permanent missions, the host-country and other Governments, and intergovernmental and non-governmental organizations in Nairobi, as well as other organizations of the United Nations system in Kenya; facilitates cooperation between the United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.
Contract Management. • Assist with the day-to-day administration of contracts between the UN and external contractors for outsourced services as guided by respective team leaders. • Assist in monitoring procurement section clients’ needs and pending actions. • Assist in auditing the solicitation processes undertakes to fastrack the process. • Assist with the follow-up on suppliers/vendors’ payments due to procurement processes and draft routine correspondence as guided by respective team leaders. • Assist in Specification revision, preparation of solicitation documents and evaluation of bids • Assist in the preparation of reports, solicitation documents and contracts • Assist in bid evaluation and price/quotations comparison analysis; • Assist in the receipt, verification and acceptance of goods and services procured on behalf of partner organizations. General Administration and Operations Support. • Assist the operations team to ensure the proper organization, implementation, monitoring, and control of procurement actions in progress as guided by respective team leaders. • Assist with the day to day tracking of the procurement metrics in liaison with the respective team leads • Assist the respective teams with filing documents, typing, copying, and minute-taking. • Assist with daily customer service at the front desk and drafting office correspondence. • Maintaining and updating the incoming clients’ requests and delivery timelines • Assist with receiving and inspecting consignments destined for procurement section. • Assist with preparing routine office correspondence and undertaking other office administration duties that the respective team leaders may assign. • Assist with preparation of routine office correspondence and undertaking any other office administration duties that may be assigned by the respective team leads. Archiving. • Assist in maintaining a central list of records transferred to archives by entering data of legacy records into the system, as guided by the respective team leaders. • Sorting and inventorying legacy records. • Appraising records in the archives. • Assist in accessioning and receiving records transfer lists and reviewing the accuracy of the transfer list. • Participate in designing, improving, and streamlining archives and records management programmes. • Perform other duties as assigned by team.
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