Senior Administrative Assistant

Organizational Context

This Senior Administrative Assistant position is within the front office of the Administrative Law Division (ALD) of the Office of Human Resources (OHR), Department of Management Strategy, Policy and Compliance (DMSPC) in Nairobi. The Division is responsible for overseeing the UN's standards of conduct, providing legal advice on internal justice matters, and representing the Secretary-General before the UN Dispute Tribunal.

Job Purpose

The Senior Administrative Assistant will provide comprehensive administrative support to the Administrative Law Division (ALD) in Nairobi, reporting to the Administrative Officer (Coordination). This role is crucial for the effective functioning of the division, which oversees UN standards of conduct and handles internal justice matters. The incumbent will manage a wide range of HR activities, including recruitment, performance appraisals, and staff separations, ensuring adherence to UN rules and regulations. Additionally, the position involves significant responsibilities in budget and finance management, general administration, and contract administration, contributing to the division's operational efficiency and compliance.

Responsibilities

Manage and coordinate human resources activities for the Administrative Law Division (ALD), including recruitment, placement, promotions, relocations, performance appraisals, job classification reviews, and staff separations, ensuring compliance with UN rules and procedures. Oversee the staff selection process, maintain relevant files, and track job opening statuses. Provide guidance and advice to staff and consultants on conditions of service, duties, and entitlements. Assist in the preparation, development, and monitoring of ALD’s work program and budget, including cost estimates and resource requirements. Monitor budget implementation and expenditures, recommend fund reallocations, and process requisitions for goods and services. Prepare and finalize budget performance reports, analyzing variances. Provide guidance and supervision to general service staff, coordinate with ALD teams, and perform other administrative duties such as travel arrangements and contract administration. Process UN forms and permissions, including grounds passes and swipe-card access.

Work Experience

A minimum of ten years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to eight years for candidates with a first-level university degree. Two years of experience in recruitment within the UN or a similar international organization, including interviewing and vetting, is mandatory. Experience in result-based budgeting is also required. Experience in change management, data analytics, or implementing new initiatives is desirable.

Skills

Professionalism, Communication, Teamwork, Planning and Organizing, Budget/Work Programme Management, Human Resources Management, Database Management, Data Analysis, Result-Based Budgeting, Change Management.

Explore related opportunities