Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Nairobi
Country: Kenya
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, representing the Secretary-General in Kenya. Established to support the implementation of various UN programs, UNON provides essential 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 other UN offices in Kenya. The organization is committed to promoting sustainable development and addressing global challenges through collaboration and innovation. UNON operates with a diverse workforce and aims to create an inclusive environment that reflects the values of the United Nations.

Job Overview:
The Administrative Assistant position is situated within the Conference Support Section of the Division of Conference Services at UNON. The incumbent will play a crucial role in ensuring the quality and accessibility of publications by reviewing scanned documents for accuracy and completeness. This position requires a proactive approach to problem-solving, as the assistant will need to identify and rectify errors in scanned publications, maintain comprehensive data records, and ensure compliance with UN policies. The role also involves advising and training other staff on quality assurance processes, making it essential for the candidate to possess strong communication and organizational skills. The assistant will be expected to assist in data entry and preparation of metadata to enhance the accessibility of publications, contributing to the overall mission of the UNON to facilitate effective communication and information dissemination.

Duties and Responsibilities:

• Review scanned publications for completeness, accuracy, and validity, ensuring quality assurance by locating and correcting errors.
• Compile, summarize, enter, and maintain data on all documentation reviewed, drafting status reports that identify shortfalls in delivery.
• Stay updated on documents, reports, and guidelines related to archival and accessibility of publications, ensuring compliance with UN policies.
• Provide advice and guidance to staff on quality assurance processes and train them in converting publications into accessible formats.
• Assist with data entry of identified metadata and prepare missing metadata to enhance publication accessibility.
• Perform additional duties as required, demonstrating flexibility and adaptability in a dynamic work environment.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with supplementary training in business administration, programme/project management, or accounts being desirable. A strong understanding of United Nations administrative rules and regulations is essential, along with the ability to perform a broad range of administrative functions. The candidate should demonstrate professional competence and mastery of subject matter, with a commitment to gender equality and inclusivity in the workplace.

Educational Background:
A completion of a high school diploma or equivalent is required for this position. Additional training in relevant fields such as business administration, programme/project management, or accounts is considered an asset and may enhance the candidate's suitability for the role.

Experience:
The position requires a minimum of five (5) years of progressively responsible experience in administration, ICT, programme/project management, accounts, or a related area. Candidates with a first-level university degree may have the minimum experience requirement reduced by two (2) years. Proficiency in using Microsoft Office/Office 365 and SAP-based Enterprise Resource Planning (ERP) systems such as Umoja is mandatory. Experience with Adobe Acrobat Professional for making publications accessible and a basic understanding of publications accessibility principles are desirable. Additionally, one (1) year or more of experience in data analytics or a related area is preferred.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another UN language is desirable, which would enhance the candidate's ability to communicate effectively in a multilingual environment. Fluency is defined as a rating of 'fluent' in all four areas: reading, writing, speaking, and understanding, while knowledge is defined as a rating of 'confident' in two of the four areas.

Additional Notes:
The appointment for this position is for a limited duration of six (6) months, with any extension subject to the availability of funds. This role is classified under local recruitment, meaning that candidates must be residing in the country or within commuting distance of the office. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance in its workforce and strongly encourages female candidates to apply. All applicants are advised to submit their applications online as soon as possible after the job opening is posted, and to ensure that all information provided is complete and accurate to facilitate the assessment process.