Senior Administrative Assistant

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment. UNEP was established in 1972 and operates in multiple countries worldwide, focusing on various environmental issues and sustainable development goals. The organization is committed to fostering partnerships and collaboration among nations to address pressing environmental challenges.

Job Overview:
The Senior Administrative Assistant position is situated within the Nairobi Convention Secretariat, which is part of UNEP's Ecosystems Division in the Regional Seas Branch. The incumbent will work under the direct supervision of the Head of the Secretariat and Project Coordinator. This role involves a wide range of administrative functions, including human resources management, general administration, and contract administration. The Senior Administrative Assistant will be responsible for coordinating human resource activities, managing information flow, organizing meetings, and ensuring compliance with UN rules and procedures. The position requires a proactive approach to problem-solving and the ability to handle multiple tasks efficiently while maintaining a high level of professionalism and confidentiality.

Duties and Responsibilities:
The duties and responsibilities of the Senior Administrative Assistant include coordinating various human resource activities such as recruitment, placement, and performance appraisal. The incumbent will manage correspondence, maintain vacancy announcement files, and process personnel actions through UMOJA. Additionally, the role involves organizing travel arrangements, preparing documentation for missions, and advising staff on visa matters. The Senior Administrative Assistant will also assist in setting up meetings, processing travel authorizations, and maintaining communication with participating countries and advisory centers. Other responsibilities include preparing stock requisitions, coordinating with service units, providing guidance to general service staff, and assisting with data collection and analysis for reporting purposes. The position also entails auditing contractor invoices, processing payments, and managing contracts with external service providers.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additional certification in Procurement and/or Programme Management is desirable. A minimum of ten years of progressively responsible experience in administrative services, financial management, and project management is required. This experience is reduced to eight years for candidates with a first-level university degree or higher. Candidates should have experience in recruitment, enterprise resource planning systems, and supply chain management. Proficiency in MS Excel and experience in data analytics are also desirable qualifications.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. Candidates with additional certifications in relevant fields such as Procurement or Programme Management will have an advantage. A first-level university degree or higher can reduce the required years of experience, highlighting the importance of formal education in this role.

Experience:
The position requires a minimum of ten years of progressively responsible experience in administrative services, financial management, and project management. Candidates with a first-level university degree or higher may qualify with eight years of experience. Specific experience in recruitment, enterprise resource planning systems, and supply chain management is essential, along with proficiency in MS Excel and data analytics. Experience in organizing and methodical follow-up is also beneficial.

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. Fluency is defined as a rating of 'fluent' in all four areas: reading, writing, speaking, and understanding, while knowledge is rated as 'confident' in two of the four areas.

Additional Notes:
This position is for an initial period of one year and may be subject to extension based on the continued existence of the mandate and availability of funding. The appointment is limited to local recruitment, meaning that applicants must be authorized to work in Kenya. Staff members subject to local recruitment 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 accommodations may be provided for applicants with disabilities upon request.