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. This role is situated within the UNEP Executive Office in Nairobi, reporting directly to the Special Assistant to the Executive Director.

Job Purpose

This administrative assistant role supports the UNEP Executive Office in Nairobi, reporting to the Special Assistant to the Executive Director. The primary purpose is to provide comprehensive administrative support, managing scheduling, official missions, and travel arrangements for the Executive Director. The role involves drafting correspondence, maintaining essential documentation and files, and coordinating with various service units and internal teams. Additionally, the incumbent will assist with budget and finance monitoring, contract administration, and human resources management activities, ensuring efficient operations and adherence to UN regulations and procedures. The position contributes to the smooth functioning of the Executive Office and supports the overall mandate of UNEP.

Responsibilities

Manage administrative arrangements for the Executive Director's schedule, official missions, and travel, including preparation and follow-up. Draft routine correspondence and maintain organized files of regulations, instructions, and work unit documentation, both physical and electronic. Coordinate extensively with service units and internal team members at Headquarters and in the field. Perform diverse administrative duties such as managing travel programs, monitoring accounts, processing vendor payments, space planning, and identifying office technology needs. Assist in collecting and analyzing data, preparing presentations, and reports for information sharing and decision-making. Monitor expenditures and allotments through Umoja, update budget tables, and support budget reviews. Review requisitions for goods and services to ensure correct expenditure and fund availability. Assist in preparing budget performance submissions and standard financial reports. Administer contracts with external service providers, audit invoices, and process payments. Manage HR administration for the unit, including recruitment, performance appraisals, and staff data maintenance in electronic systems. Provide guidance on administrative procedures and maintain organizational staffing tables.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to three years with a first-level university degree. Experience in a front office supporting senior officials and with an ERP system like Umoja is mandatory. Experience with the UN or similar international organizations and in data analytics is desirable.

Skills

Proficiency in administrative functions (budget, HR, database management), UN administrative/financial/HR rules, data analysis, modeling, and interpretation. Strong teamwork, planning, and organizational skills, including goal setting, prioritization, resource allocation, risk assessment, and time management.

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