ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is located in the United Nations Support Office in Somalia (UNSOS). The Administrative Assistant will be based in Nairobi and reports to the Chief of the Integrated Mission Training Centre (IMTC). ResponsibilitiesWithin limits of delegated authority, the administrative assistant will be responsible for the following duties: BUDGET AND FINANCE: • Assists in the preparation and review of financial and human resource proposals/requirements. • Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists the supervisor when required in the elaboration of resource requirements for budget submissions. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. CONTRACT ADMINISTRATION: Assists with day-to-day administration of contracts between the section/unit and external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor as and when required. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds pass, property passes, UN parking permits, swipe-card access, and door keys. HUMAN RESOURCES MANAGEMENT: • Initiates, reviews, processes and follows-up on actions related to the administration of the section's/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. • Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. • Monitors staffing table and prepare relevant statistical data/charts. GENERAL ADMINISTRATION: • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission. • 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 seminars, conferences, and translations). • May be responsible for guiding, training, and supervising the work of more junior General Service staff. • Performs other duties, as required. CompetenciesProfessionalism: Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, human resources, or related area is required. The minimum year of relevant experience is reduced to five (5) years for candidates who possess a first level university degree or higher. Experience with Enterprise Resource Planning (ERP) and finance systems such as Umoja is desirable. Experience with integrated business processes, analytics and reporting is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages specified. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).