ADMINISTRATIVE ASSISTANT (UN Kenya Common Roster - Multiple positions & Duty stations)

Org. Setting and ReportingThe United Nations Secretariat, Agencies, Funds and Programmes based in Kenya is recruiting the following position to fill and populate the UN Kenya Common Roster for Kenya-based UN Offices for General Service and National Officer positions. Under the overall guidance of the Head of the specific Agency/Organization, this post may report to the Administrative Associate, Senior Administrative Assistant, or delegated supervisor of the respective entity. Within delegated authority, the Administrative Assistant works in close collaboration with staff in the respective office and other UN offices to ensure consistent service delivery. ResponsibilitiesThe position involves supporting standard administrative activities and processes requiring application of rules and procedures. Main Duties General • Draft correspondence, memoranda and reports on the basis of oral instructions, previous correspondence or other available information sources. • Classify and code material relating to several subject areas and maintain general office files or provides guidance to junior-level staff in performing this duty. • Arrange internal and external meetings, some involving high-ranking officials and talks minutes and/or notes at meetings. • Assist in the development of travel plans for the unit and makes travel and hotel reservations, prepares travel orders and assembles information pertinent to the purpose of travel. • Advise on and make arrangements for shipment and receipt of office and project supplies and equipment, including arranging customs clearances. • Maintain, update and transmit inventory records on non-expendable equipment. Human Resources • Maintain vacancy announcements and conduct pre-recruitment formalities, including reference checks, preparing and dispatching letters of offer and calculating salary and entitlements. • Coordinate and arrange interview schedules, prepares agenda and provides relevant documentation required for recruitment-related meetings to HR Officers and Program Managers. • Set up and maintain reference files/records (electronic and/or hardcopy). • Process requests and provide assistance, advice and briefings to staff members and their dependents on issues relating visas, identity cards, driving licenses and other necessary personnel related documents in accordance with requirements of the organization and the host country. • Collaborate with colleagues from other UN agencies at Country level in supporting inter-agency processes and initiatives, including sharing information on possible candidates and providing assistance to other agencies in HR processes where required. Procurement • Provide procurement, logistical and administrative support to senior-level staff members in the acquisition of a wide variety of goods and services. • Assist in the preparation of purchase orders and contracts; monitors the status of requisitions and maintains contact with suppliers to ensure timely delivery of goods and services. In addition, the incumbent will: • Assist 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. • Assist with visualizations and updating information material such as web pages or brochures. • Ensure requirements and background information used for data analysis are documented. • Perform other duties as assigned. CompetenciesPROFESSIONALISM • Ability to perform a broad range of administrative functions, e.g., project support, logistics, procurement and inventory, human resources, travel, visa and immigration support, or conference support. • Knowledge of office management skills, demonstrated service orientation, including a capacity to respond to service needs promptly and pro-actively. • Ability to apply relevant administrative and financial rules and regulations in work situations. • Ability to perform analysis, modeling, and interpretation of data in support of decision-making. • 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. TEAMWORK • Works collaboratively with colleagues to achieve organizational goals. • Solicits input by genuinely valuing others’ ideas and expertise; Is willing to learn from others. • Places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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. Education• Completion of Secondary education or equivalent is required. • Bachelor’s degree in administration or human resources management is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years’ experience in general office support, administrative support and/or project management support functions for candidates who possess Secondary School certification is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working with Microsoft Office applications is required. Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable. One (1) year of experience within the United Nations or similar international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesFluency in English is required and working knowledge of local language is desirable. NOTE: ‘Fluency’ equals a rating of “fluent” in ALL FOUR (4) areas (read, write, speak, understand) and ‘Knowledge of’ equals a rating of “confident” in two of the four areas. AssessmentEvaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference. Special NoticeThis Job Opening is issued for purposes of creating a roster. Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension subject to the respective entity’s funding availability. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The United Nations is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira \"Need Help?\" link. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.