Administrative Assistant Individual Contractor

Result of Service

munication
2.Editorial activities
3.Support to Meetings
4.General Administrative Support

Work Location

Nairobi

Expected duration

6 Months

Duties and Responsibilities

Organizational Setting

The United Nations Environment Programme is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. The Corporate Service Division is responsible for the organization's strategy, overseeing special initiatives, which includes environment and security work, and the organization's performance review and monitoring. This position is in the Financial Management Services Section Unit of the Corporate Service Division at the Nairobi Duty Station and reports to Head of Financial Management Services Unit of UN Environment Programme.

Responsibilities -
Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

Monitors processes and schedules related the unitâs outputs, products, tasks, where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures to ensure compliance with relevant legal, financial and other requirements.

Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences.

Generates a variety of standard statistical and other reports, work orders using various databases.

Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling.

Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.

Assists in the maintenance of websites by scanning, converting, and posting a variety of documents onto the site.

Assists in the preparation of presentation materials using appropriate technology/software.

Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit.

Performs data entry and extraction functions

Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.

Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications)

Maintains files (both paper and electronic) and databases for work unit.

Assists in providing software and office equipment support.

Provides guidance to less experienced staff on general office processes and procedures, computer applications.

Performs other duties as assigned.

Qualifications/special skills

Completion of high school diploma is required. Supplemental training in administration; human resource or a related field training is required
A minimum of three years' experience in administration, human resource or related area is required.
Experience with data extraction and data analysis using Business Intelligence or other available analytical tools is desirable
Experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is desirable.
Experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is desirable.

Languages

Fluency in written and spoken English Language is required.