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 facilitating the work of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), and the Resident Coordination System (RCS) globally. The organization provides essential administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, conference, and information services to other UN offices in Kenya. UNON is committed to promoting gender equality and diversity within its workforce, ensuring that both men and women are equally represented in all aspects of work. The organization operates in Kenya and is a vital part of the UN's global mission, employing a diverse workforce to address international challenges.

Job Overview:
The Administrative Assistant position at UNON is integral to the Department of Security and Safety Section. The incumbent will be responsible for a wide range of office support and administrative functions, ensuring the smooth operation of the unit. This role requires a proactive approach to managing correspondence, scheduling, and document processing. The Administrative Assistant will be expected to draft responses to routine communications, monitor processes related to the unit's outputs, and assist in verifying the accuracy of documents. The position demands proficiency in producing complex documents and reports, as well as maintaining files and databases. The successful candidate will also provide logistical support for meetings and assist in preparing presentation materials. This role is essential for maintaining effective communication within the team and with external stakeholders, contributing to the overall efficiency of the department.

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

• Performing a wide range of office support and administrative functions.
• Responding to or drafting responses to routine correspondence and other communications.
• Using standard word processing software to produce a variety of large, complex documents and reports.
• Monitoring processes and schedules related to the unit’s outputs and tasks.
• Assisting in the verification of receipt and accuracy of requisite documents.
• Generating standard statistical reports and work orders using various databases.
• Proofreading documents for accuracy, grammar, punctuation, and adherence to established standards.
• Screening phone calls and visitors, responding to moderately complex inquiries, and referring inquiries to appropriate personnel.
• Providing secretarial, administrative, and logistics support to meetings, boards, committees, and conferences. 1
• Assisting in the preparation of presentation materials using appropriate technology/software. 1
• Maintaining calendars and schedules, monitoring changes, and communicating relevant information. 1
• Reviewing, recording, distributing, and processing mail and other documents. 1
• Performing general administrative tasks, including arrangements for meetings and events. 1
• Maintaining both paper and electronic files and databases. 1
• Assisting with visualizations and updating informational materials such as web pages or brochures. 1
• Performing other related duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or secondary school education as a minimum requirement. Supplemental training in finance, administration, or project management is desirable. The role requires a strong understanding of general office and administrative support, including knowledge of administrative policies, processes, and procedures. Candidates should demonstrate professionalism, efficiency, and a commitment to gender equality in the workplace. The ability to work collaboratively in a team environment and maintain productive partnerships with clients is essential. Candidates should also be able to handle stressful situations calmly and effectively.

Educational Background:
The educational background required for this position includes the completion of a high school diploma or secondary school education. Additional training in finance, administration, or project management is considered an asset and may enhance a candidate's suitability for the role. The emphasis is on having a solid foundation in administrative practices and procedures, which is critical for the effective execution of the responsibilities associated with this position.

Experience:
A minimum of three years of relevant working experience in office management and administration is required for this position. However, this requirement is reduced to one year for candidates who possess a first-level university degree. Experience in an international organization is desirable, as it provides valuable insights into the unique operational dynamics of such environments. Familiarity with Enterprise Resource Planning (ERP) tools, such as Umoja, is also advantageous. Additionally, candidates with one year or more of experience in data analytics or related areas will be viewed favorably, as this skill set is increasingly important in administrative roles.

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 official United Nations language, such as French, is desirable and may enhance a candidate's competitiveness for the role. Fluency is defined as a rating of 'fluent' in all four areas: reading, writing, speaking, and understanding. Knowledge of another language is considered a rating of 'confident' in two of the four areas, which can be beneficial in a multilingual work environment.

Additional Notes:
This is a temporary job opening with an appointment duration of 364 days, valid until 18th May 202

• The position does not carry any expectancy of renewal. Staff members are subject to the authority of the Secretary-General and may be assigned to various functions in accordance with established rules and procedures. The recruitment for this position is local, meaning that candidates must be residing in Kenya 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 encourages female candidates to apply. All applicants are urged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.