Administrative Assistant

The position is located in the Office of the High Commissioner for Human Rights (OHCHR) in Nairobi, Kenya. The incumbent is under the overall guidance and supervision of the Senior Human Rights Officer.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.

• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables.

Budget and Finance

• Monitors status of expenditures, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.

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).
• Coordinates extensively within the unit and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• 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.

Contract Administration

• Assists with day-to-day administration of supply and assets management involving the UN and external vendors.
• Audits invoices against the goods and services provided by the vendors and approved by the UN.
• Processes the payment of invoices and monitor payments.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Certification in administration, finance and budget, or related discipline is desirable.

Work Experience

• At least five years of experience in administrative services, finance, accounting, audit, human resources or related area are required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience using UMOJA or other Enterprise Resource Planning/web-based administrative management system is required. Experience within the United Nations or similar international organization is desirable. Experience supporting operational and project delivery 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 Kiswahili is desirable.

Source: https://careers.un.org/jobSearchDescription/236725?language=en