ADMINISTRATIVE ASSISTANT-UNITED NATIONS OFFICE AT NAIROBI
Closing Date: Friday, 10 December 2010
Job Title
ADMINISTRATIVE ASSISTANT, G5
Department/ Office
UNITED NATIONS OFFICE AT NAIROBI
Duty Station
Posting Period
10 November 2010-10 December 2010
Job Opening number
10-ADM-UN OFFICE AT NAIROBI-16849-R-NAIROBI
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the respective office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme UN-HABITAT) globally, as well as other UN offices in Kenya Nairobi
Responsibilities
Under the supervision of the Chief, Publishing Section the incumbent will perform the following duties:
A. Finance Duties:
1. Monitor completion of payments for all purchase orders to vendors for goods and services;
2. Maintain the imprest (petty cash) for ad-hoc purchases of goods and services, includes requests for additional petty cash by creating and submitting reimbursement memos;
3. Monitor status of invoices of completed jobs and follow up payment;
4. Monitor overdue debts and follows up collection;
5. Reviews monthly accounts receivable reports from Finance Section of, follow up outstanding receivables, updates the schedule and report any disagreements with clients;
6. Review petty cash advances and follows up on accounting;
7. Review all petty cash expenditures, summarize and prepare the report for review and approval by supervisor, follow up with finance section and ensure timely reimbursement/replenishment of the imprest;
8. Assists in the preparation of invoices and submission to Contractual Services Unit, in the Division of Conference Services.
B. General Administration duties;
1. Prepares, processes and follow-ups on administrative arrangements on job orders;
2. Draft routine correspondence;
3. Maintain job files and other files of rules, regulations, administrative instructions and other related documentation;
4. Maintains up-to-date work unit files (both paper and electronic);
5. Liaise with the Chief of Section about office supply needs and organize in-house meetings;
6. Prepares statistical tables and related reports.
C. Procurement duties:
1. In consultation with the Chief of Section, create terms of reference for requests sent to procurement Section for goods and services required in the Publishing Section;
2. Enter all details about the procurement into the Integrated Management Information System (IMIS) and Lotus bases Procurement Monitoring and Tracking application;
3. Work closely with the Procurement Section in monitoring the progress of ongoing requests of goods and services in the Section.
D. Perform other duties as assigned.
More information visit- http://unjobs.org/vacancies/1289789742100
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- Social Scientist
- 10 years experience enhancing donor-funded partner organizations’ capacities in strategic planning, financial, administrative, organizational and programming management. Skilled in donor partner organizational assessments and partner capacity building. A 10 years experience in managing development donor-funded projects in the thematic areas of poverty-reduction, governance and democracy, conflict transformation and integration of Gender, Justice and Peace issues into mainstream programs (HIV/AIDS, Agriculture, Water and Sanitation, Emergency)
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