Administrative Vacancy at United Nations, Kenya

Position: Administrative Assistant at United Nations Environment Programme

Responsibilities 

The incumbent will contribute to the four major areas of the operations

Human Resources Management

• Initiates, processes, monitors, reviews, and follows-up on actions related to the administration of the unit’s human resource activities, e.g. recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, etc. ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews Umoja reports.

Budget and Finance

• Monitors status of expenditures and allotments through Umoja, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews the status of relevant expenditures and compares them with the approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.

General Administration

• Prepares, processes, and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions, and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in out-posted offices.
• Performs other related administrative duties, as required, e.g. operational travel program; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software, and systems; organizing and coordinating administrative arrangements for seminars, conferences, and translations.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds, passes, the property passes, UN parking permits, swipe-card access, and door keys.

Donor Administration

• Assists with the day-to-day administration of agreements between the UN Environment and donors.
• Generates invoices for assessed and voluntary contributions from donors.
• Processes the payment of donors and monitor deposits in UN Environment bank accounts.
• Generates receipts for payments received.
• Assists staff members, fund management officers regarding queries on payments and deposit related issues.
• Assists in communicating with donors via written and verbal means.

Requirements

The ideal candidate will have the following qualifications

• High school diploma or equivalent is required. However, all the candidates must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters. Along with that, additional technical qualifications, Certified Public Accountant (CPA) is desirable.
• In addition to that, a minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area is necessary.
• Experience with an Enterprise Resource Planning (ERP) system is desirable.