United Nations Office at Nairobi (UNON) is Hiring Administrative Assistant in Kenya | Apply Now
United Nations Office at Nairobi (UNON) is Hiring Administrative Assistant in Kenya | Apply Now
Administrative Assistant at United Nations Office at Nairobi (UNON)
Jobs in Government, Jobs at United Nations Office at Nairobi (UNON)
United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the program.
Administrative Assistant
- Job Type: Full Time
- Qualification: BA/BSc/HND , MBA/MSc/MA , PhD/Fellowship
- Location: Nairobi
- Job Field: Administration / Secretarial , Internships / Volunteering
Daily responsibilities will depend on the individual’s background, the intern’s assigned office, and the internship period.
- Under the supervision of the respective Senior Administrative Assistants of the Facilities Management & Transportation Section – FMTS (commercial services, operations, Transport and archives), the interns will: Budget, Finance and Contract Management
- Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services as guided by respective team lead/s.
- Assist in monitoring material inventory, ensure sufficient safety stocks and monitoring of goods issuance.
- Assist in auditing the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
- Assist with follow up on suppliers/ vendors payments and draft routine correspondence as guided by respective team lead/s. General Administration and Operations Support.
- Assist the operations team to ensure the proper organization, implementation, monitoring and control of procurement actions in progress as guided by respective team lead/s.
- Assist the respective teams with filing documents, typing, copying and minute taking.
- Assist with daily customer service at the front desk and drafting of office correspondence.
- Maintaining and updating the UN Fuel Station Integrated System, UN Recreation Centre and Commissary Customer databases.
- Assist with receiving and inspection of consignments destined to the United Nations Commissary.
- Assist with preparation of routine office correspondence and undertaking any other office administration duties that may be assigned by the respective team leads. Archiving
- Assist in maintaining a central list of records transferred to Archives by entering data of legacy records into the System, as guided by the respective team lead/s.
- Sorting and inventorying legacy records.
- Appraising records in the archives.
- Assist in accessioning and receiving records transfer lists and reviewing accuracy of the transfer list.
- Participate in designing and improving and streamlining archives and records management programme.
- Assist in carrying out research within the UN Archives Network on archives and records management and the move to digitization.
- Assist in ensuring that all departments have updated copies of their records in Archives including the retention schedules.
Qualifications/special skills
- Education: Preferred education: under-graduate studies in Business Administration, Accounting or other related fields
- Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
- Be enrolled in the final academic year of a first university degree program (minimum Bachelor’s level or equivalent);
- Have graduated with bachelor’s degree, Masters, PhD or equivalent.
- Experience in standard computer software applications is required.
- Ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes a willingness to try and understand and be tolerant of differing opinions and views, is required.
- Keen interest in the work of the United Nations and having a personal commitment to the ideals of the Charter is desirable.
