Administrative Associate, Nairobi, Kenya, G6 FTA

Education and Certification:

• Completion of secondary education is required.
  
• Bachelor’s degree in Business Administration or related fields is desirable.
  

Experience:

• A minimum of six (6) years of progressively responsible administrative experience, preferably in a large or international corporation or organization, is required.
  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
  
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
  
• Experience providing support in administrative process or related areas in the UN System organizations is desirable.
  
• Experience in providing executive or front office support in a UN System office is desirable.
  

Languages:

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

Key Functions and Accountabilities:

Provide administrative support to the UN System Coordination Division’s communications

• Manage updates and further develop internal filing and databases; generate a variety of standard and maintain related documentations;
  
• Provide administrative support in the preparation of presentation materials using appropriate technology/software;
  
• Ensure the quality of outgoing documents: proofread and edit texts for adherence for format, grammar, punctuation and style;
  
• Respond to information requests and inquiries as required (e.g. answers requests requiring file search, etc.);
  
• Orient interns, consultants or new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
  

Provide support to the budget, procurement and human resources functions of the Division

• Support the Budget Focal Point in monitoring the Division’s expenditure in line with operating budget, allocations and objectives;
  
• Prepare materials, estimates and other documents to support budget review, planning and preparation;
  
• Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
  
• Review and verify accuracy of supporting documents for payments. Submit systematic financial reports to the Director for management monitoring and/or action;
  
• Provide administrative support in the preparation of procurement plans for programmes/projects;
  
• Provide administrative support to recruitment processes, including preparation of TORs.
  

Provide administrative support to the planning and coordination of events organized by the Division

• Provide coordination, planning and implementation support to high-level advocacy events and other high-level inter-governmental fora as needed;
  
• Provide operational and logistical support to the organizing of events and Division-hosted meetings such as arrangements of experts and panelists and preparation of consultant contracts, creation and maintenance of online sites hosting documents for workshops and meetings;
  
• Coordinate travel arrangements within the Division and provide logistical support including liaising with Human Resources, Procurement and Administrative units as required;
  
• Maintain updated interagency lists and liaise with Inter-Agency Network on Women and Gender Equality (IANWGE) members as needed;
  
• Provide administrative support to the coordination of annual and inter-sessional meetings of the IANWGE; as well as service wide activities such as meetings, trainings, special projects and events;
  
• Compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.;
  
• Attend meetings, prepare minutes, and monitor follow-up activities;
  

Provide research and analytical support to the Division

• Compile and analyze statistical material to ensure accuracy, clarity and validity;
  
• Prepare trends and analytical inputs to contribute to the Division’s reporting processes, as required.