Responsibilities
The incumbent will assist the Associate Programme Officer
(Health and Social Development Pillar) with the day-to-day administrative
management of programme activities related to Health and social development
programmes in Kenya and Eastern Africa as whole. The incumbent will also
provide administrative assistance with the implementation of other related
activities in HIV Prevention, Treatment and care among people who use and
Inject Drugs and people in prisons and prevention, treatment and care for substance
use disorders including the project on promotion of Treatment as an Alternative
to incarceration for People with Substance use disorders in contact with the
criminal justice system as required.
Within assigned authority, the incumbent will be responsible for the following specific duties:
- Perform a wide range of
office support and administrative functions.
- Respond or draft responses to
routine correspondence and other communications; use standard word
processing package to produce a wide variety of large, complex documents
and reports.
- Monitor processes and schedules
related the unit’s outputs, products, tasks, etc.; where applicable,
assist in the verification of receipt and accuracy of requisite documents,
approvals, signatures, etc. to ensure compliance with relevant legal,
financial and other requirements.
- Research, compile and organize
information and reference materials from various sources for reports, work
plans, studies, briefings, meetings/conferences, etc.
- Generate a variety of standard
statistical and other reports, work orders, etc., using various databases.
- Proofread documents and edit
texts for accuracy, grammar, punctuation and style, and for adherence to
established standards for format.
- Provide secretarial,
administrative and logistics support to meetings, boards, committees,
conferences, etc.
- Perform data entry and extraction
functions.
- Review, record, distribute and/or
process mail and other documents; follow-up on impending actions.
- Update and maintain large
distribution lists; monitor, prepare and distribute various materials,
reports, where possible using electronic formats; handle arrangement for
printing and translation as necessary; coordinate shipment arrangements,
courier services, etc.
- Perform general administrative
tasks (e.g., arrangements for meetings and other events, reservations,
budget follow-up, etc.), to include preparing and/or processing
administrative requests/documents (e.g. requisitions, purchase orders,
travel requests, contracts, expenditure authorizations, etc.).
- Assist in providing software and
office equipment support. Assist the team by performing administrative
support related to the coordination of project planning/preparation.
- Compile, summarize, and present
information/data on specific projects and activities
- Assist the team in
reviewing project documents, especially cost plans and budgets, for
completeness and compliance with relevant UN rules and procedures prior to
submission for final approval and signature; assist in identifying
inconsistencies; and distribute project documents to relevant parties upon
approval.
- Assist the team in reviewing
budget revisions; verify availability of funds; ensure necessary approval
and entry in computerized budget system.
- As member of a team obtain
necessary clearances, process and follow-up on administrative actions,
e.g.: recruitment and appointment of consultants; travel arrangements;
authorization of payments; disbursement of funds; procurement of equipment
and services; etc.
- Compile, summarize and enter data
on project delivery; draft related status reports; identifying shortfalls
in delivery, budget overruns, etc.; and bring these to the attention of
management.
- Assist in drafting
correspondence on budget-related issues and prepare and update periodic
reports, briefing notes, graphic and statistical summaries, accounting
spreadsheets, 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. Maintain files (both paper and
electronic) and databases for work unit.
- Perform other work-related
duties, as assigned.
Qualifications
Education
High school diploma or equivalent is required.
Work
Experience
- A minimum of three years of
experience in general office support, programme or project management
administration or related area, is required.
- The minimum number of years of
relevant experience is reduced to one for candidates who possess a
first-level university degree or higher. Experience using MS Office is
required. Work experience with an Enterprise Resource Planning (ERP)
system is required.
- Work experience with SAP/Umoja is
desirable. Experience with the United Nations Talent Management system
(Inspira), sharepoint or comparable systems is desirable.
- Work experience within the United
Nations System or other international organizations is desirable.
Languages
- English and French are the
working languages of the United Nations Secretariat.
- For the position advertised,
fluency in English is required.
- Knowledge of another United
Nations official language is an advantage.
How To Apply