Administrative Assistant

The Administrative Assistant supports the Industry Innovation Branch of UNEP's Industry and Economy Division in Nairobi. The role involves budget and finance assistance, contract administration, monitoring and reporting, travel and meeting support, and human resources management and general administration duties.

Responsibilities

• Assists in the preparation and review of financial and human resource proposals/requirements.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• Prepares or customizes financial reports from the ERP system generated reports.
• Assists with day-to-day administration of contracts between the UN and external contractors and implementing partners for outsourced services.
• Follows up on implementing partner's and contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitors payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit.
• Supports the issuance of call for proposals or expressions of interest in accordance with UN processes.
• Supports monitoring and reporting on a regular basis on the implementation of the Programme/projects and its higher-level results, and follows up with project teams on their reporting requirements as necessary.
• Assists in analyzing and visualizing project data, including the mapping of project presence, and maintains the records of reporting.
• Supports alignment of the Programme/project with UNEP’s Medium-Term Strategy and the biennial Programmes of Work.
• Reviews draft project proposals prepared by the team that contribute to the Programme with a view to ensuring consistency with UNEPs Medium Term Strategy.
• Coordinates the travel of personnel to and from a wide range of countries in connection with attending UN organized meetings.
• Calculates and initiates entitlements for all such travel and processes all steps as required in the financial system.
• Provides information and advice to staff on requirements of meeting organisation as per the rules and regulations.
• Maintains records of all travel authorizations processed and assists with the collection of data for information sharing and reporting.
• Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Drafts reports and routine correspondence to respond to enquiries.
• 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 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.
• Performs other duties as may be assigned.

Requirements

• High school diploma or equivalent is required.
• Additional technical training in the field of accounting, finance and business administration is required.
• A minimum of seven (7) years progressively responsible experience in programme or project administration/operations, technical cooperation or related area in developing countries is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
• Experience in analytical and writing skills for memos, letters, briefings and reporting are required.
• Experience working with an Enterprise Resource Planning (ERP) system is required.
• Experience in finance and budget is required.
• Experience in Project management, procurement and contract management is required.
• Experience with UN rules and regulations or of similar international organization is desirable.
• A minimum of one (1) year or more of experience in data analytics or related area is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.
• French is desirable at UN Level II for reading, writing, listening, and speaking.

Skills

• Accounting
• Finance
• Business Administration
• Programme Administration
• Project Administration
• Technical Cooperation
• Analytical Writing
• Report Writing
• Enterprise Resource Planning
• Budget Management
• Project Management
• Procurement
• Contract Management
• UN Rules and Procedures
• Data Analytics

Languages

English, French