Administrative Assistant

Job Advertisement

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

Job Details

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda. Established to promote the coherent implementation of the environmental dimension of sustainable development within the United Nations system, UNEP serves as an authoritative advocate for the global environment. The organization aims to deliver effective strategic guidance and high-impact action in support of the transition towards climate stability, working with Member States and partners to accelerate and support a just transition by addressing climate change mitigation and adaptation. UNEP operates in multiple countries and employs a diverse workforce dedicated to promoting sustainable development and effective policies for climate stability.

Job Overview:
The Administrative Assistant position is located within UNEP's Climate Change Division, specifically in the Programme Management and Administration Unit (PMAU). The role involves providing comprehensive administrative support to the unit, ensuring the smooth operation of human resources management, budget and finance, contract administration, and general administration. The incumbent will be responsible for initiating and processing human resource activities, responding to staff inquiries, maintaining vacancy files, assisting in budget preparation, monitoring expenditures, and coordinating with finance staff. The position also includes drafting correspondence, liaising with service units, and supporting procurement activities. The ideal candidate will demonstrate professionalism, planning and organizing skills, and a strong client orientation, contributing to the overall mission of UNEP in addressing climate change.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Human Resources Management: Initiating, reviewing, processing, and following up on human resource activities such as recruitment, placement, promotion, and training. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation and review of financial proposals, consolidating budget/work programmes, monitoring expenditures, and preparing budget performance reports.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and preparing necessary UN forms.
• General Administration: Drafting correspondence, coordinating with service units, guiding junior staff, and assisting with data collection and analysis.
• Supporting procurement of goods and services for the Climate Change Division and performing other related duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additional training in administration, human resources management, or a related area is desirable. A minimum of seven years of experience in administrative services, human resources management, or a related area is required. This requirement is reduced to five years for candidates with a first-level university degree or higher. Experience in personnel administration and procurement is essential, along with familiarity with Human Resource Management Systems such as PeopleSoft or ERP. Experience in providing guidance on human resources rules and regulations is also desirable.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. Additional qualifications in administration or human resources management are considered advantageous, enhancing the candidate's suitability for the role.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, human resources management, or a related area. Candidates with a first-level university degree or higher may qualify with five years of experience. Experience in administration, personnel administration, and procurement is essential, along with experience in Human Resource Management Systems. A minimum of one year of experience in data analytics or a related area is also desirable.

Languages:
Fluency in English is required for this position, as English and French are the working languages of the United Nations Secretariat. Knowledge of another official United Nations language is considered desirable, enhancing communication capabilities within the organization.

Additional Notes:
The appointment for this position is for an initial period of one year, subject to extension based on the continued existence of the mandate and availability of funding. The position is subject to local recruitment, meaning that candidates must be recruited in the country or within commuting distance of the office. Staff members in the General Service and related categories are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Reasonable accommodation may be provided for applicants with disabilities to support their participation in the recruitment process.