Finance and Administration Assistant at UNEP

Finance and Administration Assistant at UNEP – UNEP Kenya Job Details

Responsibilities:

• Under the direct supervision of the Programme Management Officer, the Individual Contractor will:
• Assist in the coordination of programme / project planning and preparation work for, typically, a medium-size and complex component of the departmental programme / project
• Initiate and monitor status of programme / project proposals and receipt of relevant documentation for review and approval.
• Compile, summarize and presents basic information/data on specific programmes / project and related topics or issues.
• Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature. • Identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves as focal point for administrative coordination of programme / project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests.
• Obtain necessary clearances, process, and follow-up on administrative actions, e.g., recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Compiles, summarizes, and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overrun, and brings to the attention of management.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs, and routes incoming correspondence; sets up and maintains files/records.
• organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing. • 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.
• Provides guidance/training to new / junior staff.
• Performs other duties as assigned. Reporting lines The IC will report to the Programme Management Officer in the Freshwater Ecosystems Unit.

Qualifications/special skills

• High school diploma or equivalent is required
• A minimum of seven years of experience in administration or programme management is required.
• Two years of experience is reduced for candidates who possess a bachelor’s degree.
• Experience in standard software applications is required Experience in writing, and communication skills; good analytical skills; good interpersonal skills is required.
• Ability to work in an independent manner to complete the given assignments is required