Administrative Assistant at United Nations Office at Nairobi (UNON)

Responsibilities

General Administration

• Provide various administrative support in managing the day-to-day operations of the Travel, Shipping and Visa Unit.
• Handle incoming and outgoing correspondence, draft routine correspondence according to the United Nations standards; prioritize and follow up on pending actions.
• Screen telephone calls as well as visitors and answer queries with discretion.
• Disseminate information of matters related to Travel, Shipping and Visa office to all entities via Iseek and internal broadcast.
• Drafts routine correspondence signature by the Chief of the Unit.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Maintain records for the Unit’s time and attendance and performance appraisal.
• Prepare annual leave schedules for approval by Chief of Unit.
• Performs other related administrative duties, as required, e.g., Maintaining a team training calendar; 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.
• Reviews requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds with accordance with approved plan.
• Assists in creating approved requisitions by obtaining requirements/ specifications and quotations. Raising shopping carts for goods/stocks/ services.
• Assist in the issuance of stationery items and maintains inventory of records for items issued to staff members.
• Performs other related administrative duties, as required, e.g., monitoring accounts and payment to vendors and individual contractors for services this includes, among other things, calculating, inputting, and checking payments for correctness and communicating discrepancies to supervisors.
• Perform functions of the Administrative Assistance Visa as a back-up during their absence. DSA administration
• Act as focal point to coordinate the collection of hotel data with UN Agencies (funds and programmes in Kenya.
• Compile and present the data in the format required by ICSC for the annual review of Daily subsistence Allowance (DSA) rates in Kenya.
• Visit new hotel or requested premises to ensure quality and standards related to UN rates compliance.
• Negotiate deal and special hotel rates for broadcasting.
• Maintain an up-to-date list of hotels and hospitality establishments rates in Nairobi, via direct communication with the hotels and the establishments for clearance and approval by DSS.
• Coordinates extensively with other service units internally and at the United Nations Headquarters. Shipping and Contract Administration
• Review shipment requests in Umoja to ensure conformity with applicable rules.
• Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices.
• Coordinate entitlement shipment request through various vendor platforms.
• Approves shipment authorizations in Umoja.
• Ensure that all staff member’s personal effects are insured through Travel and Transportation Section, UNHQ.
• Process all invoices related to the entitlement shipment.
• Liaise with Host Country, Procurement Unit, Receiving and Inspection Unit and the clearing agents to improve service delivery.
• Ascertain that all incoming shipping documents are complete for onward process at the Host Country Office.
• Ensure shipping agents receives the approved PRO 1B for processing clearance of official consignment.
• Monitor’s status of incoming shipments through the weekly status.
• In-put shipping data and provide statistical reports.
• 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.
• Monitor contract terms vendor NTE and vendor performance.
• 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. 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.
• Keeps track of vacancy announcement files.
• 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.
• Performs other duties of the unit as assigned.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions and database management, etc. Ability to apply knowledge of various United Nations administrative rules and regulations in work situations. 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

• Completion of high school diploma or equivalent is required. Supplementary training in a field relevant to Administration is desirable.

Work Experience

• A minimum of five (5) years of experience in administrative services, general support services and related field is required. The minimum years of relevant experience is reduced to three (3) year for candidates who possess a first-level University degree. Experience working with an Enterprise Resource Planning (ERP) system is required. Experience using Microsoft applications (Word, Excel, Access, PowerPoint) is desirable. Experience in recruitment portals (Inspira or similar systems) is desirable. One (1) year or more of experience in data analytics or related area is desirable.