UNHCR Administrative Assistant Job in Kenya

Office of the UNHCR Branch Office in Kenya
Internal / External Vacancy Notice

IVN/EVN/KEN/DDB/10/020   Add1
Functional Title: Administrative Assistant
Position No: 10008732
Duty Station: Sub-Office Dadaab
Date of Entry on Duty: As soon as possible
Duration of Assignment: Initially up to 31 December 2011
Category and Level: GL4
Closing Date: 24 January 2011
Duties and Responsibilities
Under the overall supervision of the Senior Admin/Finance Officer, the incumbent will perform the following functions:
·         Make requisition of office stationery, supplies, equipment and arrange for distribution together with the appropriate inventory records;
·         Maintain an up to date inventory list of office and staff compound assets ensuring that they are properly recorded in the list of Sub Office assets.  Carry out monthly inspection of same including condition of building, furniture and equipment assigned to staff members and recommend for repair and/or replacement;
·         Monitor the stock levels and initiate re-ordering process;
·         Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents;
·         Monitor routine provision of services from providers, and maintenance work of structures when applicable;
·         Making bookings for road and UNHAS travel.  Prepare manifests and make cancellations as necessary;
·         Follow up on payments for all travels and process the receipts before handing over to the Finance Unit;
·         Process the VAT submissions and ensure that the exemptions are properly recorded and submitted to the supplier in coordination with Branch Office Nairobi Admin Unit;
·         Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential;
·         Preparation of requisitions in the supply system for acquisition of furniture, supplies and equipment related to Administrative Budget and issue vouchers for Admin related payments;
·         Performs other duties as required.
Qualifications
Education and Skills:
·         Completion of secondary education;
·         Certificate/Training in Business Administration, Finance, Office Management or Human Resources of not less than one year;
·         Computer skills (MS office and People soft applications).
Experience:
·         Six years job experience including at least two years in the same functional area
Language:
·         Fluency in English and Kiswahili.  Working knowledge of another UN language is an added advantage.
NB: For Internal Candidates
Staff members who wish to be considered for this position should submit their applications with an updated P11 form to: The Secretary, Local APPC, Human Resources Section, Branch Office Nairobi. Please indicate Vacancy Notice No.  IVN/EVN/KEN/DDB/10/020 add.1
For  External Candidates
Candidates should also complete a Personal History form (P.11) available on the following link –http://www.unon.org/docs/P11.doc and attach it to their written application for the position.  Applications should be addressed as stated above to P.O. Box 43801, 00100, Nairobi referring to IVN/EVN/KEN/NBI/10/020 add. 1.   Candidates should also submit copies of academic certificates from the relevant institutions.
Important: only those candidates who are short-listed will be contacted.  Candidates will be subjected to testing.
Late applications will not be considered.

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