Administrative Assistant

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa. Established to support the implementation of various UN programs, UNON plays a crucial role in providing administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, conference, and information services to the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), and the Resident Coordination System (RCS) globally. The organization is dedicated to fostering international cooperation and sustainable development, and it operates with a diverse workforce committed to the principles of the United Nations. UNON is located in Nairobi, Kenya, and is a key player in the UN's efforts to address global challenges, including environmental sustainability and urban development. The office is staffed by a team of professionals who work collaboratively to support the UN's mission across various sectors and regions.

Job Overview:
The Administrative Assistant position is situated within the Translation and Editorial Section of the Division of Conference Services (DCS) at UNON. The incumbent will be responsible for a variety of administrative and support functions that are essential for the smooth operation of the section. This role requires a proactive approach to managing deadlines, coordinating with various units, and ensuring that all administrative tasks are executed efficiently. The Administrative Assistant will assist in the preparation of the work program, monitor job progress, and provide human resource management support. The position demands strong organizational skills, attention to detail, and the ability to communicate effectively with different stakeholders. The incumbent will also be involved in data collection and analysis, contributing to the overall effectiveness of the section's operations. This role is critical in ensuring that the translation and editorial processes are managed effectively, thereby supporting the UN's mission in Kenya and beyond.

Duties and Responsibilities:
The Administrative Assistant will undertake a comprehensive range of duties, including but not limited to: assisting in the preparation of the program of work by verifying deadlines for editing, referencing, translation, and word processing stages; monitoring job progress and informing supervisors of any delays; managing human resource activities such as arranging panel interviews and responding to staff queries; providing administrative support to the Chief of Section, including managing schedules and maintaining files; coordinating administrative arrangements for seminars and meetings; analyzing data related to translation productivity; and performing other duties as required. The role requires a high level of professionalism and the ability to handle confidential information with discretion. The incumbent will also be responsible for ensuring quality control for outgoing documents and maintaining effective communication with other UN agencies.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with supplemental training in business administration, human resources, or a related field being highly desirable. A minimum of seven years of progressively responsible experience in program management, administrative services, or human resources is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Proficiency in Microsoft Office/Office 365 and experience with SAP-based ERP systems such as Umoja are essential. Familiarity with document management systems and data analytics is also advantageous. The role demands a strong understanding of internal policies and procedures, as well as the ability to identify and resolve issues effectively.

Educational Background:
The minimum educational requirement for this position is the completion of a high school diploma or equivalent. Candidates are expected to have additional training in business administration, human resources, program/project management, or conference servicing. This educational background is crucial for understanding the administrative and operational functions of the UNON and for effectively supporting the Translation and Editorial Section.

Experience:
The position requires a minimum of seven years of relevant experience in program management, administrative services, or human resources. Candidates with a first-level university degree may qualify with five years of experience. Experience in Microsoft Office applications, particularly Outlook, SharePoint, PowerPoint, and Excel, is mandatory. Familiarity with SAP-based ERP systems, document management systems, and data analytics is highly desirable. The role also requires the ability to manage multiple tasks and deadlines effectively, demonstrating a strong commitment to quality and efficiency in all aspects of work.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. While French is also a working language of the United Nations, it is not specified as a requirement for this position. Candidates must demonstrate their language skills in accordance with the UN Language Framework, ensuring effective communication within the organization and with external stakeholders.

Additional Notes:
This position is subject to local recruitment, meaning that candidates must be residents of Kenya or within commuting distance of the UNON office in Nairobi. The appointment is for an initial period of one year, with the possibility of extension based on the availability of funds. Staff members recruited locally are not eligible for international recruitment benefits. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The recruitment process is designed to ensure the highest standards of efficiency, competence, and integrity, with a focus on creating a diverse and inclusive work environment.