Responsibilities
Administrative Support:
- Manages the Office of the Director in the
planning, organization, and administration of the workflow in the
Director’s Office.
- Provides both substantive and
administrative support in managing the Director’s priorities and workflow
and ensures that management directives and decisions are properly carried
out within the set deadlines.
- Serves as a communication link between
the Director and staff members and on behalf of the Director keeps staff
members informed by conveying directives, reports, status updates and
other relevant information, and brings sensitive and urgent matters to the
Director’s attention.
- Communicates with member States, external
partners and clients as directed by the Regional Director.
- Organizes the Director’s calendar by
scheduling and proposing timeframes for delivery of various commitments
and ensuring proper time management by setting up, coordinating and
scheduling meetings to ensure the efficient functioning of the office.
- Assists the Director by coordinating and
following-up on tasks assigned to other staff members.
- Coordinate with service units and liaises
frequently with internal team members both at Headquarters and in the
field on a wide range of administrative-related issues and/or instructions
- Provides advice and clarification to
General Service staff members on office management and improvement of
administrative procedures.
- Performs other related administrative
duties, as required (e.g., operational travel programme, meeting
scheduling and support to workshops, conferences).
- Ensures adequate background is available
to inform the Director’s decision.
- Constantly monitors emails to bring to
the attention of the Director urgent actions and drafts/responds to emails
on behalf of the Director.
- Supports the drafting, proof-reading and
finalizing of formal communication such as memos, note verbales, letters.
- Acts as the Regional office focal point
for Executive Office correspondences as well as those of other partners.
- Prepares background documents, minutes;
coordinates preparation of briefing notes and speaking points as requested
- Assists in the preparation and
development of the unit’s work programme and budget.
- Coordinates the engagement of staff
either individually or collectively with the Regional Director.
- 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.
Human Resources Management
- Coordinates various actions related to
the administration of the unit’s human resource activities, e.g.,
recruitment, performance appraisal, separation of staff members, training,
ensuring consistency in the application of UN rules and procedures.
- Provides advice and answers general
queries on classification procedures and processes.
- Provides information and advice to
staff/consultants with respect to conditions of service, duties and
responsibilities, and privileges and entitlements under the Staff Rules
and Regulations.
Budget and Finance
- Assists the Director in the elaboration
of resource requirements for budget submissions.
- Monitors budget
implementation/expenditures and recommends reallocation of funds as
necessary.
- Assists in finalization of budget
performance reports, analyzing variances between approved budgets and
actual expenditures.
- Perform other duties as may be assigned.
Competencies and Qualifications
Education
- High school diploma or equivalent is
required.
Job – Specific Qualification
- Supplementary training in administration,
international relations or related fields is desirable.
Work Experience
- A minimum of ten (10) years of experience
in administrative services, human resources or related areas is required.
The minimum years of relevant experience is reduced to eight (8) years for
candidates who possess a first-level university degree or higher.
Experience working in a busy director’s office at an international
organization equivalent to UN is required. Working experience of Umoja ERP
(Enterprise Resource Planning) for travel, procurement and HR functions is
desirable. A minimum of one (1) year or more of experience in data
analytics or related area is desirable.
How To Apply
 Job in Kenya - UN){kind=link}