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Administrative Assistant, G5,
Job Description.
The Administrative Assistant will be located in the Design and
Construction Section and will report to the Chief, Design and Construction
Section for the UNON Conference Facilities Capital Project, Division of
Administrative Services, UNON. Under the general guidance of the Chief, the
incumbent will be responsible for supporting the design and construction
related planning and execution tasks required for the implementation of the
UNON Conference Facility Capital Project, entailing the renovation and upgrade
of the existing conference facilities in Nairobi over a 8 year period. The
project will be executed in line with the established project scope and key
performance indicators, which includes large-scale relocation of the existing
conference functions of the organization, while ensuring business continuity of
conference operations for major UN Secretariat clients including United Nations
Environment Programme (UNEP) and United Nations Human Settlement Programme
(UN-Habitat) running conferences at the UN Nairobi complex throughout the
construction. In this context, the incumbent will perform the following duties:
Responsibilities
General Administration
- Undertakes general administrative functions in Umoja
such as requisitioning, processing payments, etc. - Maintains records of Standard Operating Procedures,
administrative instructions and other project related documentation. - Maintains up-to-date records (both paper and
electronic). - Coordinates extensively with internal project
management team members, Division team members and other project
stakeholders as required. Serves as back up and alternate to other staff
on all administrative matters. - Performs other related administrative duties, as
required, e.g., operational travel programme; 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 events such as retreats, meetings etc. - Supports work of oversight bodies as relates to the
project (OIOS, Risk management firm etc). - Drafts routine correspondence.
- Assists in the preparation and processes all UN
forms and permissions for contractual and work Unit, Section or Service UN
staff, including: UN grounds passes, property passes, swipe-card access
and door keys. - Coordinates with other project team members on
administrative matters.
Human Resources Management
- Initiates, processes, monitors, reviews and
follows-up on actions related to the Project/Section human resource
activities, e.g., recruitment, , job classification reviews, separation of
staff members, training etc., ensuring consistency in the application of
regulations and procedures. Supports all contractor/consultants’
recruitments, monitors activities/deliverables, processes payments. - Monitors staffing table and prepare relevant
statistical data/charts for purposes of reporting.
Budget and Finance
- Supports the team to monitor status of expenditures
and allotments through Umoja. - Consolidates data and provides support to
higher-level staff with respect to budget reviews and inputs to relevant
reports and presentations, including to intergovernmental bodies. - Reviews requisitions for goods and services to
ensure (a) correct objects of expenditure have been charged and (b)
availability of funds. - Provides inputs to in the preparation and review of
financial and human resource proposals /requirements and budget
performance submissions. - Prepares or customizes financial reports and
relevant statistical data/charts from Umoja system generated reports. - Co-ordinates with other finance and budget staff on
related issues during preparation of budget reports. - Assists with the collection and analysis of data as
well as preparation of data presentations and reports for information
sharing, responding to queries, knowledge management, planning and
decision making. - Assists with visualizations and updating information
material such as web pages or brochures. - Perform other assigned duties.
Competencies
- PROFESSIONALISM: Ability to perform a broad range of
administrative functions, e.g., budget/work programme, human resources,
database management, etc; ability to apply knowledge of various United
Nations administrative, financial and human resources rules and
regulations in work situations; the ability to perform analysis, modelling
and interpretation of data in support of decision-making; shows pride in
work and in achievements; demonstrates professional competence and mastery
of subject matter; is conscientious and efficient in meeting commitments,
observing deadlines and achieving results; is motivated by professional
rather than personal concerns; shows persistence when faced with difficult
problems or challenges; remains calm in stressful situations; commitment
to implementing the goal of gender equality by ensuring the equal
participation and full involvement of women and men in all aspects of
work. - TEAMWORK: Works collaboratively with colleagues to
achieve organizational goals; solicits input by genuinely valuing others’
ideas and expertise; is willing to learn from others; places team agenda
before personal agenda; supports and acts in accordance with final group
decision, even when such decisions may not entirely reflect own position;
shares credit for team accomplishments and accepts joint responsibility
for team shortcomings. - PLANNING AND ORGANIZING: Develops clear goals that
are consistent with agreed strategies; identifies priority activities and
assignments; adjusts priorities as required; allocates appropriate amount
of time and resources for completing work; foresees risks and allows for
contingencies when planning; monitors and adjusts plans and actions as
necessary; uses time efficiently.
Education
- Completion of High school diploma or equivalent is
required. - Supplemental training and certification in
Administration, budget finance, accounting, human resources is desirable. - Passing the Global General Service Test (GGST) is a
prerequisite for recruitment consideration in the General Services and
related categories in the United Nations Secretariat. Successful passing
of the Administrative Support Assessment Test (ASAT) in English at the
United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA),
Economic and Social Commission for Eastern Asia (ESCWA), United Nations
Office at Geneva. (UNOG), United Nations Office at Vienna (UNOV),
International Criminal Tribunal for Rwanda (ICTR) or International
Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu
of the GGST. The GGST is administered to applicants when required before
the administration of a written assessment and/or interview.
Work Experience
- A minimum of five (5) years of work experience in
administrative services, or related area is required. The minimum years of
relevant experience is reduced to by two years for candidates who possess
a first level University degree. - Experience with the use of Enterprise Resource
Planning (ERP) System (known as UMOJA within the United Nations) is
required. - Experience in Project management or contract
management is desirable. - Experience in construction or renovation projects is
desirable. - One (1) year or more of experience in data analytics
or related area is desirable
How to Apply
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