Senior Administrative Assistant, G7 at United Nations, Nairobi Full Time

Responsibilities:

• Human Resources Management: Coordinates human resource activities, such as recruitment, placement, promotion, performance appraisal, job classification, training, etc. and liaises with central administration/executive services. Maintains vacancy announcement files and provides advice on classification procedures and processes. Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges, and entitlements under Staff Rules and Regulations. Monitors staffing tables and project budgetary accounts.
• Project and Financial Management: Provides expert assistance in the preparation and development of the unit’s work programme and budget. Monitors the status of project accounts and liaises with Budget and Financial Management Services (BFMS) to ensure appropriate allocation and utilization of funds. Consolidates and monitors budgets and advises supervisors on expenditures and remaining balances. Processes vendor payments and provides assistance in the review and preparation of the medium-term plan and its revisions.
• General Administration: Provides guidance, training, and daily supervision to other general service staff in their area of responsibility. Identifies and resolves diverse administrative issues/problems as they arise and determines appropriate actions. Coordinates extensively with service units and liaises frequently with internal team members. Assists with the collection and analysis of data, as well as preparation of data presentations and reports. Assists with visualizations and updating information material. Performs other related administrative duties, as required.
• Procurement and Contract Administration: Prepares, reviews, and follows up on procurement requirements for the A-J Replacement Project. Monitors progress on the project’s procurement requirements from solicitation of goods/services in liaison with UNON’s Procurement Section. Supports and tracks technical evaluations and compiling of bid evaluation reports. Follows up with vendors to ensure timely delivery of goods and services. Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services. Processes payment of contractors’ invoices and prepares and processes all UN forms and permissions needed for contractor staff to operate.

Competencies: Professionalism, Planning & Organising, Teamwork

Qualifications:

• Completion of high school diploma or equivalent is required.
• Supplementary courses or additional training in administration, project management, or other related fields 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.
• A minimum of ten (10) years of progressive relevant work experience in the field of administration (i.e. finance, human resources, procurement, general administration, program or project administration) is required.
• Working experience in the Enterprise Resource Planning (ERP) System/Systems Applications and Products (SAP) is required.