JOIN THE UNITED NATIONS ENVIRONMENT PROGRAMME (UNEP)
Career Opportunity: Senior Administrative Assistant (G-7)
Duty Station: Nairobi, Kenya | Application Deadline: May 30, 2025 | Job Opening ID: 257106
Category: General Service and Related Categories (G-7)
The United Nations Environment Programme (UNEP) is the leading global authority on the environment. We are dedicated to inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. UNEP works with governments, civil society, and the private sector worldwide to tackle environmental challenges and to implement sustainable solutions.
As the Secretariat to the Nairobi Convention, UNEP leads efforts to foster sustainable coastal and marine management in the Western Indian Ocean Region. In line with this mandate, we are looking to hire a proactive, detail-oriented, and experienced Senior Administrative Assistant (G-7) to support the Secretariat’s operations in Nairobi, Kenya.
POSITION TITLE
Senior Administrative Assistant (G-7)
Department/Office: United Nations Environment Programme (UNEP) – Ecosystems Division, Regional Seas Branch
Duty Station: Nairobi, Kenya
Reports to: Head of the Secretariat, Nairobi Convention & Project Coordinator
Posting Date: May 16, 2025
Closing Date: May 30, 2025
Job Opening ID: 257106
ABOUT THE ROLE
As the Senior Administrative Assistant, you will play a vital role in supporting the Nairobi Convention Secretariat in all facets of administrative management. You will be the go-to person for administrative coordination and support, helping to ensure smooth operational delivery and adherence to UNEP’s high standards of accountability and service.
KEY DUTIES AND RESPONSIBILITIES
1. Programme and Budget Support
- Monitor and manage the Secretariat’s budget, ensuring expenditures are aligned with established financial rules and approved funding.
- Consolidate financial data and assist in preparing budget performance reports for ongoing projects and activities.
- Support the review, revision, and finalization of project and programme budgets in collaboration with project teams and finance officers.
- Track financial transactions, coordinate fund commitments, and provide updates to programme managers regarding status and availability of resources.
2. Procurement and Contract Administration
- Coordinate procurement activities in accordance with UN rules, including the preparation of terms of reference, requests for quotations, evaluation criteria, and selection processes.
- Maintain and update contracts and vendor databases.
- Oversee the proper documentation and tracking of service provider contracts, ensuring timely renewal and payment processes.
- Liaise with administrative and procurement offices to ensure that procurement and logistics are efficiently managed.
3. Human Resources and Personnel Support
- Assist in the recruitment of staff, consultants, and interns by coordinating job advertisements, reviewing applications, and scheduling interviews.
- Process personnel actions including contracts, extensions, separations, and leave management.
- Coordinate onboarding and offboarding of new staff, consultants, and interns.
- Ensure proper maintenance of personnel records and compliance with HR guidelines and UN staff rules.
4. Office Administration and Coordination
- Provide day-to-day administrative support to the Secretariat including coordination of meetings, travel arrangements, and general office organization.
- Draft and edit official correspondence, reports, minutes of meetings, and briefing materials.
- Serve as a liaison between the Secretariat and other UNEP offices, UN agencies, and external stakeholders.
- Monitor deadlines, workflow, and correspondence to ensure timely response and action by the Secretariat.
5. Event and Logistics Management
- Plan and organize workshops, meetings, and conferences hosted by the Secretariat including handling invitations, travel, logistics, and documentation.
- Oversee procurement and setup of venue logistics, interpretation services, catering, and transportation.
- Coordinate participant reimbursements and maintain accurate attendance and expense records.
6. Records and Information Management
- Maintain and update filing systems, databases, and other information repositories to ensure that documents are properly archived and easily retrievable.
- Support knowledge management initiatives and ensure that institutional memory is preserved through organized documentation.
- Ensure security and confidentiality of sensitive administrative data and communications.
WHAT WE OFFER
- A multicultural, respectful, and inclusive work environment within the UN system
- An opportunity to contribute to impactful work for sustainable coastal and marine ecosystems
- Growth and learning opportunities through exposure to complex regional and international projects
- A chance to work with a collaborative and high-performing Secretariat team dedicated to making a difference in the Western Indian Ocean Region
WHO SHOULD APPLY
We welcome candidates with strong administrative, coordination, and organizational experience who thrive in dynamic and fast-paced environments. If you have a solution-driven mindset, are keen to support environmental governance, and are ready to join a mission-driven team at UNEP, then we would love to hear from you.
HOW TO APPLY
Applications must be submitted online through the official UN Careers portal.
