UN Administrative Assistant, G6, Job in Kenya

Administrative Assistant, G6

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the United Nations system’s designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.
The overall objective of UNEP’s Industry and Economy Division is to encourage decision makers in government, local authorities, and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals, and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices, and other tools that assist in environmentally sound decision making and the building of corresponding activities.
This post is located at the Nairobi duty station. Under the overall guidance of the Chief of PMAU and direct supervision of the Administrative Officer, the incumbent will perform the following duties:


Human Resources Management:

·         Initiates, reviews, processes and follows-up on actions related to the administration of the human resource activities, e.g., recruitment of staff , consultants, and Interns, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

·         Processes Job Openings in INSPIRA keeping track of open vacancy announcements.

·         Prepares documentation and background materials on classification related matters.

·         Coordinates requests for Flexible Working Arrangements (FWA) and ensure data tracking.

·         Liaise with Divisional HR Focal Points to facilitate a smooth workflow within the Division and the Branch regarding ongoing recruitments.

·         Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

·         Monitors staffing table and prepare relevant statistical data/charts for senior management.

·         Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

·         Assists with visualizations and updating information material such as web pages or brochures.

·         Performs other related administrative duties, as required.

Contract Administration – Requisitioner – CIC and Procurement:

  • Prepares requisitions in Umoja for shopping carts for consultant contracts, ensuring proper procedures and overseeing consolidated monthly consultant payroll.
  • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
  • Processes the payment of contractors’ invoices and monitor payments.
  • Prepares and processes all UN forms and permissions for contractual work, including UN grounds passes and property passes.

General Administration:

  • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, consultants, and meeting participants.
  • Draft correspondence to respond to enquiries in respect to relevant administrative and personnel matters.
  • Performs other related administrative duties, as required, e.g. monitoring accounts and payment to vendors and individual contractors for services, physical space planning and meeting room reservations, organizing and coordinating administrative arrangements for meetings and conferences.
  • May be responsible for guiding, training, and supervising the work of junior General Service staff.



  • Ability to perform a broad range of administrative functions with a focus on Human Resources.
  • Ability to apply knowledge of various United Nations administrative and Human Resources rules and regulations in work situations.
  • Ability to perform analysis, modeling and interpretation of data in support of decision-making.
  • Shows pride in work and in achievements.
  • Demonstrates professional competence and mastery of subject matter.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns.
  • Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Client Orientation:

  • Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
  • Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions.
  • Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
  • Keeps clients informed of progress or setbacks in projects.
  • Meets timeline for delivery of products or services to client.

Planning and Organisation:

  • Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.


Completion of a High school diploma or equivalent is required.

Job – Specific Qualification

Relevant training in the field of Human Resources or Administration is desirable.

Work Experience

·         A minimum of seven (7) years progressively responsible experience in administration with a focus on human resources or personnel management is required.

·         Experience in administration, project management, personnel administration, and/or procurement is required.

·         Experience using Enterprise Resource Planning (ERP) software i.e. Umoja or a similar ERP/SAP system is required.

·         Experience providing guidance to staff on administrative and human resources rules and regulations is desirable.

·         Experience working with UN rules and regulations or of a similar international organization is desirable.

·         One (1) year or more of experience in data analytics or related area is desirable.


English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

How To Apply

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