Historique
Devoirs et responsabilités
- Assist with implementation of operational strategies;
- Provision of administrative and logistical support;
- Provision of support to office maintenance and assets management;
- Support to knowledge building and knowledge sharing.
- Full compliance of administrative activities with UNOCHA rules, regulations, policies and strategies.
- Receipt of shipments, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
- Maintenance of HR records for all staff in support of the Nairobi office;
- Arrangement of travel and hotel reservations, preparation of staff movement forms and minor airstrip preparations;
- Support to staff members and their dependents by processing and follow up with the UNOCHA Nairobi requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
- Administrative support to organization of conferences, workshops, retreats;
- Collection of information for DSA, travel agencies and other administrative surveys;
- Preparation of routine correspondence, faxes, memoranda and reports in accordance with policy;
- Extracting, inputting, copying and filing data from various sources;
- Maintenance of files, correspondence in Administrative Unit;
- Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
- Facilitates with relevant offices the issuance of re-entry visas;
- Assist the Head of Sub-Office in the management of petty cash and cash advances;
- Provide administrative support to Garowe, Galkayo sub-offices;
- Perform other related duties as required.
- Collection of information on assets management, maintenance of records and files on assets management;
- Maintenance of files and records relevant to office maintenance;
- Assists in vendor identification and in the procurement of items for the office.
- Participation in the training for the operations/projects staff on administration;
- Contributions to knowledge networks and communities of practice.
- Well organized reports and /or records, processing of work and related follow-up done under general guidance;
- Well organized work with accurate information;
- Use of own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.
Compétences
- Ability to perform a variety of repetitive and routine tasks and duties related to general administration support;
- Ability to review data, identify and adjust discrepancies;
- Good knowledge of administrative rules and regulations;
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures;
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
- Ability to organize and complete multiple tasks by establishing priorities.
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
- Interprets data, draws conclusions and/or identifies patterns which support the work of others.
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
- Shows sound grasp of grammar, spelling and structure in the required language;
- Ensures correspondence, reports and documents comply with established UN standards;
- Ability to produce accurate and well documented records conforming to the required standard.
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
- Establishes, builds and maintains effective working relationships with staff facilitate the provision of support.
Qualifications et expériences requises
- Secondary education. Certification in administration desirable.
- 4 years of relevant administrative experience;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
- Fluency in English.