Administrative Assistant – Nairobi (Job ID: 235298)

Administrative Assistant (Job ID: 235298)

Join Our Team at the United Nations Human Settlements Programme!

Job Network: Management and Administration

Job Family: Administration

Category and Level: General Service and Related Categories, G-5

Duty Station: Nairobi

Department/Office: United Nations Human Settlements Programme (UN-HABITAT)

Date Posted: June 3, 2024

Application Deadline: June 9, 2024

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About the United Nations Human Settlements Programme (UN-HABITAT)

The United Nations Human Settlements Programme, also known as UN-HABITAT, is the United Nations agency dedicated to promoting socially and environmentally sustainable urban development. Our mission is to enhance the quality of life in urban areas by promoting sustainable and inclusive human settlements development, particularly in the context of rapid urbanization and the goal of achieving adequate shelter for all.

Our Vision

We envision a better urban future where cities and towns are inclusive, safe, resilient, and sustainable. By leveraging our expertise and resources, we aim to address the challenges of urbanization, foster sustainable urban development, and ensure the realization of adequate shelter for all.

Our Culture and Values

At UN-HABITAT, we pride ourselves on fostering a diverse and inclusive work environment that values teamwork, integrity, and professionalism. Our staff are dedicated to making a positive impact on urban communities worldwide, and we support their professional growth and development through comprehensive training programs and capacity-building initiatives.

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Position Overview: Administrative Assistant

The Administrative Assistant will provide essential support to the Human Rights and Social Inclusion Unit within the Urban Practices Branch (UPB) of the Global Solutions Division. This role involves a variety of administrative duties that contribute to the efficient functioning of the Unit.

Key Responsibilities

Human Resources Management

• Recruitment and Placement: Initiate, process, and monitor actions related to recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, and training.
• Data Management: Enter, maintain, and certify administrative data and records for time and attendance, performance appraisals, etc., in electronic information systems.
• Advisory Services: Provide advice and guidance to staff on administrative procedures, processes, and practices.
• Staffing Tables: Maintain and review organizational staffing tables and generate relevant reports.

Budget and Finance

• Expenditure Monitoring: Monitor the status of expenditures and allotments, record variations, and update budget tables.
• Budget Reviews: Consolidate data and support higher-level staff in budget reviews.
• Requisitions Review: Ensure correct objects of expenditure have been charged and verify the availability of funds.
• Financial Reporting: Prepare statistical tables and standard financial reports.

General Administration

• Travel Arrangements: Prepare and follow up on administrative arrangements and forms related to staff travel.
• Correspondence and Documentation: Draft routine correspondence and maintain files of rules, regulations, and administrative instructions.
• Coordination: Liaise extensively with service units and internal team members.
• Administrative Duties: Perform additional administrative tasks as required, including monitoring accounts, coordinating seminars, and maintaining office technology.

Contract Administration

• Contract Management: Assist with the administration of contracts between the UN and external contractors.
• Invoice Auditing: Audit contractor invoices against provided goods and services and process payments.

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Competencies

Professionalism

• Demonstrates the ability to perform a broad range of administrative functions.
• Applies knowledge of UN administrative, financial, and human resources rules effectively.
• Analyzes and interprets data to support decision-making.

Teamwork

• Works collaboratively with colleagues to achieve organizational goals.
• Values others’ ideas and expertise and supports team decisions.

Planning & Organizing

• Develops clear goals and prioritizes tasks effectively.
• Allocates appropriate time and resources to complete work efficiently.

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Qualifications and Experience

Education

• Completion of a high school diploma or equivalent is required.

Experience

• Minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or a related area.
• Experience with Enterprise Resource Planning (ERP) systems is required.
• Experience with international organizations and SAP/Umoja is desirable.
• One year or more of experience in data analytics is desirable.

Languages

• Fluency in oral and written English is required.
• Knowledge of another official United Nations language is desirable.

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Assessment

Qualified candidates may undergo an assessment exercise followed by a competency-based interview.

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Special Notice

This position is temporarily available for 364 days. Local recruitment applies as per UN staff rules. The UN is committed to achieving gender balance and encourages female candidates to apply. The UN does not charge any fees at any stage of the recruitment process.

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Why Join UN-HABITAT?

Competitive Benefits

• Salary Transparency: Competitive salary and benefits package.
• Health and Wellness: Comprehensive health insurance coverage.
• Professional Development: Opportunities for training and career growth.
• Work-Life Balance: Flexible working arrangements.

Inclusive Environment

At UN-HABITAT, we are dedicated to creating a diverse and inclusive environment. We welcome candidates from all backgrounds and do not discriminate based on gender, race, or disability. We provide reasonable accommodation for applicants with disabilities.

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Apply Now!

Join us in making a difference in urban communities worldwide. Apply online through the UN Careers Portal before the deadline. CLICK APPLY BELOW

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Equal Employment Opportunity

The United Nations is committed to attracting and retaining the best employees from all races and backgrounds. We are an equal employer and do not charge any application or recruitment fees, whether refundable or not. We wish you the best in your application process.

For more details, visit our website at The Kenyan Job Finder. For more information, visit UN Careers.

Best of luck with your application!