Admin Associate Job in Kenya - UN

Job Title: Admin Associate

Hiring Organization: UNHCR
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES Competitive
Date Posted: 02/01/2024

Organizational Setting and Work Relationships

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.

The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.


Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.

Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.

Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems.

Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.

Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.

Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.

Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.

Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.

Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.

Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.

In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.

Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.

Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher


Desired Candidate Profile

Under the direct supervision of the Administrative Officer, who defines general work objectives and provides necessary advice and guidance, the candidate will assist with the arrangement and follow up on the staff movements inside and outside Sub Office Dadaab on missions, training, leave, etc., booking flights and arranging airstrip pick up in coordination with the Radio room.

The candidate will use Cloud ERP for processing requisitions, raising invoices, travel requests, travel advances and claims, as well as generating monthly, annual, and ad-hoc reports for appropriate decision making by the office.

The candidate will supervise the transport unit, coordinating drivers and vehicle assignments. Under the guidance of the Associate Compound Manager; the candidate is expected to assist in accommodation bookings and invoicing using the booking hub and following up on the rental charges.

The candidate will be responsible for the billing and invoice in Cloud ERP for accommodation charges for staff members (International, national, and Affiliate Workforce) and recoveries in MODE. Additionally, the candidate will assist with creating new vendors, raising requisitions, and conducting low value procurement.

The candidate will perform backup supervisory functions for the compound contractors (cleaning, A/C service, refuse collection, among others). The candidate will assist in the implementation of the Admin Instruction on accommodation provided in the field, ensuring that all users sign the rental agreements, and other procedures followed.

Required languages (expected Overall ability is at least B2 level):

Nature of Position:

The incumbent of this position will be responsible to oversee general cleanliness and lighting of pathways in the compound including proper waste disposals, backfilling of used latrines, emptying septic tanks, demolition of dilapidated structures and coordinate the fumigation exercise (spraying of mosquitoes and insects, clean maintenance of slaughter slabs and repairs of the kitchens);

Compound Inventory: Responsible for records keeping, data management, file management and for producing statistics on covered subjects;

Establish an efficient system of allocating accommodation and meeting venues to staff and visitors by managing the reservations booking, reception and payment arrangements;

Ensure that the accommodation, including laundry and all lodging facilities are maintained to a UNHCR standard and are kept clean on daily basis, replaced and repaired;

Oversee all compound activities and movements in close coordination with security unit and supervise service providers and work of ground staff, review their functions and contracts, and prepare their performance appraisals for approval;

Ensure emergency equipment such as fire extinguishers, emergency alarm and emergency medical kits are updated and accessible to all guests and visitors;

In consultation with the Admin Officer, supervise and evaluate the contractors/service providers engaged in the compound for tasks such as Cleaning, Garbage disposal, Sewage exhausting services, Fire Extinguishers, AC Maintenance and minimum renovation works.

Follow up on compound repairs and renovations by supervising the compound Plumber, Carpenter, Masonry and Electrician.

Receive and inspect items ordered through admin for use in the compound to match the specifications

Living and Working Conditions:

Dadaab refugee complex is among the oldest and biggest refugee operations since 1991 following the refugee influx with eruption of the civil war in Somalia and at the peak of displacement in 2011-2012 the camps had more than 460,000 refugees. These refugees are hosted in 3 camps (Ifo,

Dagahaley and Hagadera) which are in close proximity, in Fafi and Dadaab sub counties of Garissa County, in the remote north eastern region of

Kenya bordering Somalia.

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