ADMINISTRATIVE ASSISTANT, Nairobi, Kenya

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Job Detail

  • Job ID 1006156
  • Career Level Officer
  • Experience 5 Years
  • Industry Management
  • Qualifications Diploma

Job Description

Responsibilities

A. General Administration:

  •  Serves as focal point for ICTS coordination obtain necessary clearances, process and follow up on administrative actions.
  •  Act as Regional Office for Africa Asset/Inventory Focal Point. Responsible and accountable for maintaining and updating property records, monitoring movement of property, recommending disposal of obsolete and unserviceable property, and conducting periodic physical verification exercises in UNEP/ROA.
  •  Respond or draft responses to routine correspondence and other communications; Assist in monitoring processes and schedules related the unit’s outputs, products, tasks; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures.
  •  Update and maintain large distribution lists; Monitor, prepare and distribute various materials, reports, where possible using electronic formats; Handle arrangement for printing as necessary; Coordinate shipment arrangements, courier services.
  •  Assist in office space planning; identification of office technology needs and maintenance of equipment, software and systems.
  •  Supports the UN Africa Office in the organization of events/meetings /conferences.
  •  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. B. Human Resource Management:
  •  Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests /documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
  •  Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. eMVl2wf BIpnb
  •  Maintains and reviews organizational staffing tables. C. Contract Administration:
  •  Perform UMOJA processing of shopping carts and other procurement related functions.
  •  Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
  •  Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
  •  Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b)availability of funds.
  •  Processes the payment of contractors’ invoices and monitor payments.
  •  Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: auto mail functions UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. D. Budget & Finance:
  •  Assist in monitoring expenditures related to stationery and office supplies and compares with approved budget; prepares adjustments as necessary.
  •  Assist in monitoring status of expenditures and allotments, records variations, updates budget tables.
  •  Consolidates data received and provides support to higher-level staff with respect to budget reviews.
  •  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.
  •  Performs other duties as assigned.

Required skills

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