Administrative Associate, Nairobi, Kenya, G6 FTA

Administrative and Programme Support Assistant

Key Functions and Accountabilities

Under the overall guidance of the UN System Coordination Division, the incumbent will provide comprehensive administrative, budget, procurement, human resources, event coordination, and research support. Specific responsibilities include:

1. Administrative Support to Communications and Information Management

• Provide administrative support to the Division’s communications activities.
• Manage updates and further develop internal filing systems and databases; generate a variety of standard documents and maintain related documentation.
• Prepare presentation materials using appropriate technology and software.
• Ensure the quality of outgoing documents: proofread and edit texts for adherence to format, grammar, punctuation, and style.
• Respond to information requests and inquiries, including answers requiring file searches.
• Orient interns, consultants, or new staff to relevant administrative procedures and practices; provide general assistance to other office support staff as required.

2. Budget, Procurement, and Human Resources Support

• Support the Budget Focal Point in monitoring the Division’s expenditure in line with the operating budget, allocations, and objectives.
• Prepare materials, estimates, and other documents to support budget review, planning, and preparation.
• Maintain internal expenditure control systems to ensure vouchers processed are matched and completed.
• Review and verify accuracy of supporting documents for payments; submit systematic financial reports to the Director for management monitoring and/or action.
• Provide administrative support in the preparation of procurement plans for programmes/projects.
• Provide administrative support to recruitment processes, including preparation of Terms of Reference.

3. Event Planning and Coordination

• Provide coordination, planning, and implementation support to high-level advocacy events and other high-level inter-governmental fora as needed.
• Provide operational and logistical support for organizing events and Division-hosted meetings, including arrangements for experts and panelists, preparation of consultant contracts, and creation/maintenance of online sites hosting documents for workshops and meetings.
• Coordinate travel arrangements within the Division and provide logistical support, liaising with Human Resources, Procurement, and Administrative units as required.
• Maintain updated interagency lists and liaise with the Inter-Agency Network on Women and Gender Equality (IANWGE) members as needed.
• Provide administrative support to the coordination of annual and inter-sessional meetings of the IANWGE, as well as service-wide activities such as meetings, trainings, special projects, and events.
• Compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.
• Attend meetings, prepare minutes, and monitor follow-up activities.

4. Research and Analytical Support

• Compile and analyze statistical material to ensure accuracy, clarity, and validity.
• Prepare trends and analytical inputs to contribute to the Division’s reporting processes as required.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Values

• Integrity
• Professionalism
• Respect for Diversity

Core Competencies

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Ability to administer and execute administrative processes and transactions.
• Knowledge of web-based ERP systems.
• Ability to extract, interpret, analyze data and resolve operational problems.
• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the office, including data/schedule management, maintenance of protocol, and information flow.
• Ability to maintain confidentiality and discretion.
• Creates, edits, and presents information in clear and presentable formats.
• Strong IT skills.
• Ability to organize and complete multiple tasks by establishing priorities.
• Ability to handle a large volume of work possibly under time constraints.

Recruitment Qualifications

Education and Certification

• Completion of secondary education is required.
• A Bachelor’s degree in Business Administration or related fields is desirable.

Experience

• A minimum of six (6) years of progressively responsible administrative experience, preferably in a large or international corporation or organization, is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Experience providing support in administrative processes or related areas in the UN System organizations is desirable.
• Experience in providing executive or front office support in a UN System office is desirable.

Languages

• Fluency in English is required.
• Knowledge of another official UN language (French, Arabic, Chinese, Russian, or Spanish) is desirable.