Jobs - 55314- Administrative Assistant (Maternity Replacement)

Administrative Assistant (Maternity Replacement)

Location :

Nairobi, KENYA

Type of Contract :

TA Local

Starting Date :

11-May-2015

Application Deadline :

29-Apr-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Five (5) Months

Languages Required :

English

Expected Duration of Assignment :

Five (5) Months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The overall mandate of the United Nations Department of Safety and Security (UNDSS) is to provide leadership, operational support and oversight of the security management system to enable the safest and most efficient conduct of the Programmes and activities of the United Nations System.

Under the overall guidance and supervision of the Operations Manager, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the Deputy Security Advisor, Programme staff in the CO, and other UNDP staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Under the direct supervision of the Chief Security Advisor and Deputy Security Advisor the incumbent will perform the following duties and responsibilities:

Process vouchers and requisitions as mandated and ensure proper justification by provision of supporting documents for various payments on behalf of UNDSS. Request for set up of profiles in ATLAS, for first time vendors;
Provide Finance and administrative support to the DSS Field Offices including the Radio Room staff by liaising with UNDP Finance, Human Resources and Procurement units on matters such as following up on payments and processing/renewal of contracts;
Flight and freight bookings for UNDSS staff in accordance with UNDP procedures, monitoring expenses and ensuring cost effective use of travel budget;
Procure equipment as directed by the supervisor using ATLAS in accordance with UNDP procedures, through the UNDP procurement section;
Monitor Security Staff location, including leave and R&R plans;
Implement service schedule for vehicles in Somalia and Nairobi;
Organization of training/seminars/retreats for DSS Staff in coordination & administration issues;
Facilitate the settlement of UNDSS international staff who are reassigned/assigned to UNDSS Somalia, by liasing with UNDP protocol unit in processing the necessary documents, and sorting out all their administrative issues;
Processing of overtime payments for radio operators and submitting to UNDP for inclusion in the monthly salaries;
Backstop the Admin/Finance Officer during her/her absence;
Any other assignments assigned by the Supervisor.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning;
Development and Operational Effectiveness;
Leadership and Self-Management.

Required Skills and Experience

Education:

Completion of Secondary education;
Certification in administration desirable;
University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

6 years of relevant experience in administration or Finance;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Knowledge of ATLAS is desirable.

Language:

Fluency in oral and written English.