Senior Administrative Assistant

E (most hardship)

Non Family with Residential LocationNon Family with Residential Location

Nairobi (CO), Kenya

GS5

General Service

Reason

Regular > Regular Assignment

No

2025-04-01

December 5, 2024

Senior Administrative Assistant

Organizational Setting and Work Relationships
The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent normally works under the direct supervision of more senior local or international staff, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
- Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.
- Search office files and records relating to a variety of topics for information and reference. Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
- Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
- Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.
- Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.
- Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
- Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.
- Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
- Prepare attestations and certificates required by the staff members for signature of senior officer.
- Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources, or other related field.
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.
Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
*IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-PeopleSoft Applications
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

- Should be able to work under pressure
- Team player
- Knowledge in UN booking Hub
- Good communication skills
- Flexible

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Operational context

Occupational Safety and Health Considerations:

To view occupational health and safety considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

UNHCR Sub-Office Kakuma alone covers the Kakuma refugee camps, Kalobeyei integrated settlement and Liaison Office Lodwar. The Kakuma refugee camp has been in existence for over 30 years and currently accommodates significant protracted refugee populations with continued influx from mainly South Sudan and Burundi. The vast majority resides in the camps. The total population for Kakuma Camps, Kalobeyei settlement and Urban Areas is 300,110 with 99% (296,853) registered and 1% (3,750) unregistered. The population is distributed as follows: 219,327 individuals (73%) in Kakuma camps, 75,962 individuals (26%) in Kalobeyei settlement, and 2,162 individuals (1%) in Urban Eldoret Area. Women and children make up 76% of the population. In line with the Global Compact on Refugee (GCR) and the MYMP Strategy, Kakuma operation focuses its strategy on further expanding the protection of refugees and promoting solutions. In close collaboration with the government of Kenya, UN Agencies including the World Bank/IFC and NGOs, the operation in Kakuma developed a major initiative – Kalobeyei integrated Socio-Economic Plan (KISEDP), and the various development projects financed by the World Bank (K-DRDIP), IFC (KKCF), EU-INTPA, and other development actors, which represents the main vehicle for operationalizing GCR in Kenya.

The main responsibility of the Senior Administrative Aassistant is to serve as a point of contact for all accommodation-related matters, working closely with various staff to create a comfortable and efficient living environment for all employees and others (including Partners, Donors, government authorities, etc.). S/he may be called upon to make regular visits and inspections to of accommodation to ensure that it is in good order, to take full inventories and to arrange for necessary repairs, decoration, and ground maintenance work to be carried out. Besides accommodation, the incumbent is also responsible for overseeing all aspects of the property's operations, including facilities, guest services, establishing SOPs and enforcing accommodation policies to all staff members, room rates/fees, food and beverage, housekeeping, and handling complaints. She/he will update booking data information on accommodation Hub platform and allocate rooms according to the booking. S/he will also be responsible for billing, invoicing, and creation of receipts in the Cloud ERP. S/he Issues PO and non-PO vouchers including monthly deductions and earnings of UNHCR staff, daily subsistence allowance to staff going on official missions, cost of air-tickets, requisitions of goods and services based on agreements with the suppliers, office running common cost, rental and salary advances, lease agreements of UNHCR offices and accommodation, etc. S/he will process and register on-line bank accounts of staff and relevant suppliers in Cloud ERP and ensure are complete. S/he will be expected to make regular visits to field posts to ensure smooth running of field posts offices in terms of cleaning of the structures and facilities.

Living and Working Conditions:

Kenya is an open country that enjoys social stability resulting from the smooth functioning of state institutions. Kenya is also provided with a good level of infrastructure (e.g. roads, distribution of water, electricity, etc.) and a popular tourist destination. The current Security Level in the capital and in SRM Area 1A: Northern Rift Valley (Kakuma, Lodwar) is Moderate -3. All United Nations personnel must scrupulously comply with UNDSS procedures and recommendations during their assignment to Kakuma, Kenya. Thefts and burglary are the main incidents against UN personnel.

Kakuma city is a non-family duty station with a hardship classified D, its living conditions are difficult but the social climate is calm. The weather is hot, dry and sunny hence no heavy clothes would be recommended. Windy storms are common during the months of December and more pronounced in January till March.

Staff live in UNHCR-provided accommodation, which was constructed in 2001, the condition of these houses has improved with time as renovations and painting has been carried out in the past. The accommodation facilities are generally acceptable condition with minimal standard. The incumbent will be briefed deeply on conditions of accommodations, laundry, meals, communications, air and road transports, recreations and others relevant information. However, staff members are charged rental fee predetermined by the organization paid upfront on monthly basis.

The currency used in Kenya is Kenyan Shilling (KES). It is also possible to withdraw cash from automatic telling machines found in all banks here in Kakuma. There are limited banking facilities at Kakuma with two banks (Equity & Kenya Commercial Bank having branches locally

Internet and communications networks are available at the compound with fairly speed. the mobile telephone network remains stable with 3G.

Climatic conditions are relatively harsh, and despite fumigation of the compound, insects and even snakes are present in the environment on seasonal climate changes.

UNHCR has established satellite level 1 JMS medical clinic in the compound following COVID-19 situation readily available 24/7 hours, there is also Kakuma Mission Hospital where a doctor/Surgeon is deployed and paid for by UNHCR provide assistance to refugees but special arrangements can be made during emergencies for staff members. There are also some pharmacies within Kakuma with basic medical facilities. Evacuation opportunities are limited. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The yellow fever vaccine is compulsory and vaccination cards should be updated. Vaccinations against Meningococcal Meningitis and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.

Additional Qualifications

Skills

IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

Business Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance