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 Programme support to the Regional Office:

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.

Coordinate Travel and Procurement processes:

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.

Facilitate knowledge building and knowledge sharing:

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.

Minimum Qualifications:

Education and Certification:

Completion of secondary education is required.
Bachelor’s degree in Gender Studies, Development, Business Administration or related fields is desirable.

Experience:

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.

Languages:

Fluency in English is required.
Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

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Mid-level Administrative, clerical jobs in Kiambu, Kenya