Responsibilities
General Administration
- Provide various administrative support in
managing the day-to-day operations of the Travel, Shipping and Visa Unit.
- Handle incoming and outgoing
correspondence, draft routine correspondence according to the United
Nations standards; prioritize and follow up on pending actions.
- Screen telephone calls as well as
visitors and answer queries with discretion.
- Disseminate information of matters
related to Travel, Shipping and Visa office to all entities via Iseek and
internal broadcast.
- Drafts routine correspondence signature
by the Chief of the Unit.
- Maintains files of rules, regulations,
administrative instructions and other related documentation.
- Maintains up-to-date work unit files
(both paper and electronic).
- Maintain records for the Unit’s time and
attendance and performance appraisal.
- Prepare annual leave schedules for
approval by Chief of Unit.
- Performs other related administrative
duties, as required, e.g., Maintaining a team training calendar;
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.
- Reviews requisitions for goods and
services to ensure correct objects of expenditure have been charged and
availability of funds with accordance with approved plan.
- Assists in creating approved requisitions
by obtaining requirements/ specifications and quotations. Raising shopping
carts for goods/stocks/ services.
- Assist in the issuance of stationery
items and maintains inventory of records for items issued to staff
members.
- Performs other related administrative
duties, as required, e.g., monitoring accounts and payment to vendors and
individual contractors for services this includes, among other things,
calculating, inputting, and checking payments for correctness and communicating
discrepancies to supervisors.
- Perform functions of the Administrative
Assistance Visa as a back-up during their absence. DSA administration
- Act as focal point to coordinate the
collection of hotel data with UN Agencies (funds and programmes in Kenya.
- Compile and present the data in the
format required by ICSC for the annual review of Daily subsistence
Allowance (DSA) rates in Kenya.
- Visit new hotel or requested premises to
ensure quality and standards related to UN rates compliance.
- Negotiate deal and special hotel rates
for broadcasting.
- Maintain an up-to-date list of hotels and
hospitality establishments rates in Nairobi, via direct communication with
the hotels and the establishments for clearance and approval by DSS.
- Coordinates extensively with other
service units internally and at the United Nations Headquarters. Shipping
and Contract Administration
- Review shipment requests in Umoja to
ensure conformity with applicable rules.
- Co-ordinates arrangements for removal of
personal effects for staff members worldwide including registering
shipments and insurance coverage, insurance claims and reviewing invoices.
- Coordinate entitlement shipment request
through various vendor platforms.
- Approves shipment authorizations in
Umoja.
- Ensure that all staff member’s personal
effects are insured through Travel and Transportation Section, UNHQ.
- Process all invoices related to the
entitlement shipment.
- Liaise with Host Country, Procurement
Unit, Receiving and Inspection Unit and the clearing agents to improve
service delivery.
- Ascertain that all incoming shipping
documents are complete for onward process at the Host Country Office.
- Ensure shipping agents receives the
approved PRO 1B for processing clearance of official consignment.
- Monitor’s status of incoming shipments
through the weekly status.
- In-put shipping data and provide
statistical reports.
- 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.
- Monitor contract terms vendor NTE and
vendor performance.
- Processes the payment of contractors’
invoices and monitor 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. Human Resources Management
- Initiates, processes, monitors, reviews
and follows up on actions related to the administration of the unit’s
human resource activities, e.g., recruitment, placement, relocation,
promotion, performance appraisal, job classification reviews, separation,
training etc., ensuring consistency in the application of regulations and
procedures.
- Keeps track of vacancy announcement
files.
- 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.
- Performs other duties of the unit as
assigned.
Qualifications
Education
- Completion of high school diploma or
equivalent is required. Supplementary training in a field relevant to
Administration is desirable.
Work Experience
- A minimum of five (5) years of experience
in administrative services, general support services and related field is
required. The minimum years of relevant experience is reduced to three (3)
year for candidates who possess a first-level University degree.
Experience working with an Enterprise Resource Planning (ERP) system is
required. Experience using Microsoft applications (Word, Excel, Access,
PowerPoint) is desirable. Experience in recruitment portals (Inspira or
similar systems) is desirable. One (1) year or more of experience in data
analytics or related area is desirable.
How To Apply