Administrative Assistant Job in Kenya


Human Resources Management

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

Respond to inquiries and provide 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. 

Oversees the maintenance of vacancy announcement files and keeps track of the status of vacancy announcements. Reviews and processes personnel actions in collaboration with the HR Unit. 

Monitors staffing tables and prepares relevant statistical data/charts.  

Budget and Finance 

Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work program concerning Headquarters’ budget, trust funds, grants, and procurement.   

Monitors expenditures and compares with approved budget; prepares adjustments as necessary. 

Assists managers in the elaboration of resource requirements for budget submissions. 

Assists in the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

Prepares or customizes financial reports from Umoja system-generated reports.

Coordinates with other finance and budget staff on related issues during the preparation of budget reports.

General Administration

Drafts routine correspondence to respond to inquiries concerning relevant administrative, financial audit, and personnel matters.   

Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.

Performs other related administrative duties, as required (e.g., operational travel program; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software, and systems; organizing and coordinating seminars, conferences, and translations).

May be responsible for guiding, training, and supervising the work of more junior General Service staff.

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.

Contract Administration

Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.

Processes the payment of contractors’ invoices and monitors payments.

Prepares and processes all UN forms and permissions for contractual and work Unit, Section, or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys.



A high school diploma or equivalent is required.

Work Experience

A minimum of seven (7) years of experience in administrative services, human resources, finance, or a related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.

Experience of three (3) years dealing with time-sensitive and confidential administrative matters supporting senior-level officials is desirable.

Experience working in ERP systems, such as Umoja, is desirable.

Working experience within the United Nations System or similar organization is desirable.

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


English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Good working knowledge of another UN language is desirable.

How To Apply

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Apply before or on 13th Feb 2024