Job Title: Administrative Assistant
Hiring Organization: UNON
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Service
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/06/2024
Responsibilities
The
position involves supporting standard administrative activities and processes
requiring basic application of rules and procedures.
Main
duties
- Compile
and maintain records of transactions and office activities; Search office
files and records relating to a variety of topics for information and
reference; Select information and records in correspondence, technical
papers, projects or program plans and general reference documents.
- Draft
routine correspondence, memorandums and reports on the basis of oral
instructions, previous correspondence or other available information
sources in accordance with standard office procedures.
- Verify
receipt and inspection of deliverables and accurately report as required;
classify and code material relating to a number of subject areas and
maintain general office files
- Make
travel and hotel reservations, prepare travel authorizations and assemble
information pertinent to the purpose of travel.
- Make
arrangements for shipment and receipt of office and project supplies and
equipment and household effects, including customs clearance.
- Maintain,
update and transmit inventory records of non-expendable equipment.
- Maintain
and monitor stock levels of various supply items. Provides guidance to
staff on general office processes and procedures, computer applications,
etc.
- Assist
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.
- Assist
with visualizations and updating information material such as web pages or
brochures.
- Ensure
requirements and background information used for data analysis are
documented.
- Perform
other duties as required.
Education
- Completion
of Secondary education or equivalent is required.
- Bachelor’s
degree in administration or human resources management is desirable.
Work
Experience
- A
minimum of four (4) years’ experience in general office support,
administrative support and/or project management support functions for
candidates who possess Secondary School certification is required. The
minimum years of relevant experience is reduced to two (2) for candidates
who possess a first-level university degree.
- Experience
working with Microsoft Office applications is required.
- Experience
in using web-based or integrated information management systems such as
Enterprise Resource Planning (ERP) system is desirable.
- One
(1) year of experience within the United Nations or similar international
organization is desirable.
- One
(1) year or more of experience in data analytics or related area is
desirable.
Languages
Fluency
in English is required and working knowledge of local language is an advantage.
NOTE: ‘Fluency’ equals a rating of “fluent” in ALL FOUR (4) areas (read, write,
speak, understand) and ‘Knowledge of’ equals a rating of “confident” in two of
the four areas