Overview
Administrative Associate Jobs in Nairobi, Nairobi County, Kenya at Fuzu Nigeria
Title: Administrative Associate
Company: Fuzu Nigeria
Location: Nairobi, Nairobi County, Kenya
Scope Of Work
Provide Administration support to the Regional Office:
- Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
- Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
- Manage the UN Women Deputy Regional Director’s calendar, and schedule of appointments and meetings;
- Coordinate with the Executive Associate in supporting the Regional Director with administrative processes and timely follow-up on priority actions on needs basis;
- Provide administrative support to maintenance of premises and common services, as needed;
- Maintain e-filing system ensuring safekeeping of confidential materials, as necessary.
Provide Programme Support To The Regional Office
- Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
- Research, compile data and information for the preparation of documents, guidelines, position papers and draft responses to enquiries;
- Prepare briefing materials, PowerPoint presentations, public information materials and briefing packets as required;
- Support prepare information for the audit of programmes/projects and support implementation of audit recommendations;
- Create requisitions in Quantum and register good receipts in Quantum;
- Assist in the preparation and follow up of cost-recovery bills in Quantum;
- Coordinate and collaborate with Regional Director’s office for events, meetings etc.
Coordinate Travel And Procurement Processes
- Make travel arrangements for the Deputy Regional Director, Programme and Operations Teams, including travel authorizations, requisitions and claims;
- Review and process travel-related transactions including Travel Requests (TRs), Purchase Orders (POs) and other transactions, in Quantum and Unall;
- Organize travel processes including booking flights, accommodation, and ground transportation; ensure compliance with UN Women travel policies;
- Maintain a database on travel costs and expenses for the different office missions;
- Review procurement processes conducted by programme teams and submissions to the Procurement Review Committee.
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
- Support the procurement unit prepare and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders.
Facilitate Knowledge Building And Knowledge Sharing
- Provide administrative support synthesis of lessons learnt, and best practices related to programme implementation;
- Build and share knowledge and experience related to administrative and operations support.
Minimum Qualifications
Education and Certification:
- Completion of secondary education is required.
- Bachelor’s degree in Gender Studies, Development, Business Administration or related fields is desirable.
Experience
- At least 6 years of progressively responsible experience in administration or programme management/support; 
- Experience in working in a computer environment using multiple office software packages is required; 
- Experience in supporting a team is required;
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
- Experience in the UN system or an international organization is an asset.
Languages
- Fluency in English is required.
- Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
Administrative, clericalNon-profit, social workMid-levelKenya
