Administrative Assistant at UN-Habitat

Administrative Assistant at UN-Habitat – UN-Habitat Kenya Job Details

Responsibility

• 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 systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• 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.
• 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.

Education

• Completion of High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) 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 five (5) for candidates who possess a first-level university degree or higher.
• Experience working in the United Nations System or any other international organizations in the area related to the field of work is desirable.
• Experience in designing and organizing consultative and other meetings, seminars, training exercises and workshops is desirable.
• Experience using Enterprise Resource Planning (ERP) systems such as UMOJA or other is desirable. At least one (1) year or more of experience in data analytics or related area is desirable.