Administrative Associate, NPSA 6, Nairobi, Kenya

The Administrative Associate supports the Deputy Regional Director and programme teams by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The role involves logistical, administrative, financial arrangements, programme support, travel and procurement coordination, and knowledge sharing within the Regional Office.

Responsibilities

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions.
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution.
• Manage the UN Women Deputy Regional Director’s calendar, and schedule of appointments and meetings.
• Coordinate with the Executive Associate in supporting the Regional Director with administrative processes and timely follow-up on priority actions on needs basis.
• Provide administrative support to maintenance of premises and common services, as needed.
• Maintain e-filing system ensuring safekeeping of confidential materials, as necessary.
• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements.
• Research, compile data and information for the preparation of documents, guidelines, position papers and draft responses to enquiries.
• Prepare briefing materials, PowerPoint presentations, public information materials and briefing packets as required.
• Support prepare information for the audit of programmes/projects and support implementation of audit recommendations.
• Create requisitions in Quantum and register good receipts in Quantum.
• Assist in the preparation and follow up of cost-recovery bills in Quantum.
• Coordinate and collaborate with Regional Director’s office for events, meetings etc.
• Make travel arrangements for the Deputy Regional Director, Programme and Operations Teams, including travel authorizations, requisitions and claims.
• Review and process travel-related transactions including Travel Requests (TRs), Purchase Orders (POs) and other transactions, in Quantum and Unall.
• Organize travel processes including booking flights, accommodation, and ground transportation; ensure compliance with UN Women travel policies.
• Maintain a database on travel costs and expenses for the different office missions.
• Review procurement processes conducted by programme teams and submissions to the Procurement Review Committee.
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation.
• Support the procurement unit prepare and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders.
• Provide administrative support synthesis of lessons learnt, and best practices related to programme implementation.
• Build and share knowledge and experience related to administrative and operations support.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Completion of secondary education is required.
• Bachelor’s degree in Gender Studies, Development, Business Administration or related fields is desirable.
• At least 6 years of progressively responsible experience in administration or programme management/support.
• Experience in working in a computer environment using multiple office software packages is required.
• Experience in supporting a team is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Experience in the UN system or an international organization is an asset.
• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Skills

• Programme Management
• Administrative Processes Support
• Logistics Coordination
• Financial Arrangements
• Travel Coordination
• Procurement Coordination
• Office Packages
• ERP System Experience
• Oracle Cloud
• Team Support and Training
• UN System Experience

Languages

English