Administrative Assistant

Date Posted: Nov. 10, 2022, 9:07 a.m.

United Nations Environment Programme (UNEP)

Job Description

Responsibilities

  • The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This position is located in the United Nations Environment Programme (UNEP), Africa Office under the Finance and Administration Unit - Nairobi duty station. The incumbent will report to the Senior Administrative Assistant.
  • The incumbent will provide support in the diverse areas of human resources, general administration, requisitioning and contract administration to the Director (D1) and Deputy Director P5 and Africa office staff in Nairobi and four outposted offices. Given the increased level of accountability under the new Medium Term Strategy, Program of Work and delivery model, the Africa office requires a high performing administrative assistant with the ability to consistently prioritize the assigned tasks, make daily decisions with the highest level of confidentiality and political sensitivity and implement administrative decisions in an accurate and responsible manner with minimum supervision; all guided by the UN and UNEP rules, regulations, policies and management instructions. The incumbent will perform the following duties and responsibilities: Requisition and Contract Administration: Assists to coordinate various activities related to the acquisition of goods and services for the office, e.g., consolidation and review of the acquisition plan, monitoring of contract availability, ensuring compliance with, and consistency in, the application of UN regulations, rules and procedures;
  • Reviewing the requirements in form of specifications, Statements of Work, or Terms of Reference as well as associated evaluation criteria for completeness;
  • Raises Umoja shopping carts for the acquisition of goods and services, creates Umoja Service Entry Sheets to record services rendered and submits payment requests for disbursement; Raises Umoja low-value acquisition POs and follows the entire process through to completion, up to the payment of invoices;
  • Accepting goods, services or works delivered by vendors, and create R&I reports in Umoja; Lead contract management duties including vendor performance evaluation, when appropriate, in coordination with the end-user, if applicable;
  • Conducting the low-value procurement process and creating the low value purchase order in Umoja. Submitting the purchase order for approval; Provide procurement support and shadowing for Admin staff in Africa office Field offices
  • 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);
  • Ensure correct tracking of all Africa Office equipment and fixed assets in a timely manner, and ensure all relevant equipment is covered by the relevant insurance policy;
  • Maintains, on an ongoing basis, the list of intangible property, including active subscriptions and licenses, mobile lines, landline extensions, among others, ensuring timely renewal or deactivation;
  • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, with the UN grounds passes, property passes, UN parking permits, swipe-card access and door keys;
  • Acts as Travel Administrator for non-staff personnel and creates travel requests and expense reports in accordance with the UN regulations, rules, and processes;
  • Perform other work-related duties as required, including physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordination of seminars and other events, among others.
  • 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.

Qualifications/special skills

  • High School Diploma is required.
  • Supplementary training in business Administration, HR management, Procurement or related field is highly desirable.
  • Completion of UN Umoja courses is desirable.
  • A minimum of five (5) years of progressive experience in administrative work, finance, accounting, audit, human resources, procurement and/or programme support or other substantive areas is required.
  • Working experience with organizational Enterprise Resource Planning (ERP) Umoja systems is highly desirable. Understanding of UN administrative rules & regulations is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

How To Apply

Interested and qualified candidates should make their applications via UNEP's career website on https://careers.un.org/lbw/jobdetail.aspx?id=190690

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