ADMINISTRATIVE ASSISTANT

Organizational Context

The United Nations Environment Programme (UNEP) is the leading global environmental authority, setting the environmental agenda and promoting sustainable development within the UN system. The Industry and Economy Division supports decision-makers in government, industry, and finance to adopt sustainable practices. This role is situated within the Industry Innovation Branch in Nairobi, reporting to the Administrative Officer.

Job Purpose

This Administrative Assistant role supports the Industry Innovation Branch of UNEP's Industry and Economy Division in Nairobi. The primary purpose is to provide comprehensive administrative, financial, and human resources support to ensure efficient operations. This includes assisting with budget preparation and monitoring, managing contracts, supporting project monitoring and reporting, coordinating travel and meetings, and facilitating HR processes. The role contributes to the effective implementation of UNEP's strategies and programs by ensuring smooth administrative functions, enabling the team to focus on achieving environmental objectives and advancing sustainable development goals.

Responsibilities

Manage budget and finance by assisting with proposal preparation, monitoring expenditures, and preparing financial reports from ERP systems. Administer contracts by supporting day-to-day management of agreements with external contractors and implementing partners, processing payments, and facilitating the issuance of proposals. Support monitoring and reporting on program/project implementation, assist in data analysis and visualization, and ensure alignment with UNEP's strategic plans. Coordinate travel and meetings by arranging logistics for staff travel, calculating entitlements, and providing guidance on meeting organization. Handle human resources and general administration by initiating and processing HR actions, maintaining vacancy files, drafting correspondence, and coordinating with service units. Assist with data collection, analysis, and presentation for reporting and decision-making.

Work Experience

A minimum of seven years of progressive experience in programme/project administration or related areas is required (five years with a first-level university degree). Experience in analytical writing, ERP systems, finance, budget, project management, and contract management is essential. Experience with UN rules or similar international organizations, and in data analytics, is desirable.

Skills

Professionalism in administrative functions (budget, HR, database management), knowledge of UN administrative/financial/HR rules, proficiency in ERP Financial Systems, MS Word, and Excel. Strong analytical, modeling, and data interpretation skills. Teamwork and collaboration. Planning and organizing abilities, including priority setting and resource allocation.

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