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Administrative Assistant, G6

Closing: Sep 26, 2022

This position has expired

Published: Sep 20, 2022 (16 days ago)

Job Requirements

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Job Summary

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Education

Advanced university degree (Master’s degree or equivalent) in business or public

administration, travel, transport, finance, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Work Experience

A minimum of five years of progressively responsible experience in

administration, finance, accounting, human resources management or related field is required.Experience in using an ERP, such as Umoja, is desirable.Experience with travel and managing a travel office is desirable.2 years or more of experience in data analytics or related area is desirable.


Responsibilities
Education

Advanced university degree (Master’s degree or equivalent) in business or public

administration, travel, transport, finance, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Work Experience

A minimum of five years of progressively responsible experience in

administration, finance, accounting, human resources management or related field is required.Experience in using an ERP, such as Umoja, is desirable.Experience with travel and managing a travel office is desirable.2 years or more of experience in data analytics or related area is desirable.


Travel, Shipping and Visa processing:• Approve travel authorizations for UNEP, UN-Habitat, UNON and RCO staff
members traveling on official mission and for entitlement travel as well as for participants, experts, consultants etc. in consultation with the contracted travel agency;•Receive and verify invoices submitted by travel agents to ascertain that cost is in line with the approved travel authorization, dates and itinerary.• Oversee all incoming and outgoing official shipments, personal effects of staff members, and goods for official use;• Liaise with the clearing and forwarding company that provide these services. • Process applications for visas through diplomatic missions accredited to Kenya related to official missions and travel;• In consultation with diplomatic missions, update staff on visas requirements and maintain records of movement of passports and Laissez-Passers;• Process applications for issuance and renewal by Geneva of UN travel documents such as UN Laissez-Passer (UNLPs), UN Certificates and Family Certificates for UNEP, UN-Habitat & UNON staff, as well as subscribing UN agencies.Human Resource Management:• Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.• Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.Budget and Finance:• Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.• Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.• Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.• Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • Provides guidance and leadership to more junior staff.General Administration:• Supervise staff in the unit and oversee the smooth running of the Unit;• Maintain relevant database(s) and generate statistics as required;• Prepare reports, and inputs to audit processes as required;• Participate in the procurement process of travel services (travel agencies) and shipping/clearing services and manage the associated contracts and contractors.• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.• Performs other related work as required.


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