Administrative Assistant

Organizational Context

The Conduct and Discipline Service, within the Administrative Law Division of the Office of Human Resources, is responsible for implementing UN standards of conduct across the Secretariat. This division provides legal advice on internal justice matters and handles disciplinary issues. The Administrative Assistant role is situated within this service in Nairobi, supporting the Senior Programme Management Officer.

Job Purpose

The Administrative Assistant provides crucial support to the Conduct and Discipline Service in Nairobi, reporting to the Senior Programme Management Officer. This role is integral to the effective administration of human resources activities, including recruitment, performance management, and staff separations, ensuring adherence to UN rules and procedures. The position also involves conducting misconduct vetting for personnel, managing staffing tables, and preparing statistical data. Furthermore, the Administrative Assistant contributes to budget and finance processes, assists in resource requirement elaboration, and finalizes budget performance reports. General administrative support, including calendar management, drafting correspondence, and managing travel and payments, is also a key function, ensuring the smooth operation of the service.

Responsibilities

Key responsibilities include Human Resources Management, assisting with recruitment, placement, promotions, performance appraisals, job classification reviews, and staff separations, ensuring compliance with UN rules. The role involves vetting civilian, military, and police personnel for prior misconduct and collaborating on system updates for the Case Management Tracking System. Monitoring the staffing table and preparing statistical data are also core duties. In Budget and Finance, the Administrative Assistant supports the preparation and review of financial and human resource proposals, elaborates resource requirements for budget submissions, and finalizes budget performance reports. General Administration encompasses providing support to the Chief of Service, managing calendars, drafting routine correspondence, and performing other administrative tasks such as travel arrangements, account monitoring, and office technology management.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to five years for candidates with a first-level university degree or higher. One year of experience in recruitment within the UN or a similar international organization is necessary, along with experience in result-based budgeting. Experience in data analytics is desirable.

Skills

Professionalism, Teamwork, Planning and Organizing, ability to perform administrative functions (budget, HR, database management), data analysis, adherence to UN rules and regulations, and efficient time management.

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