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4 Apr 2019

Administrative Assistant (UN Clinic / UNSOS) – SC5

Job Description

Job Description
Administrative Assistant (UN Clinic / UNSOS) – SC5
Job ID
Vacancy End Date
(Midnight New York, USA)
Time Left
14d 13h 44m
Nairobi, Kenya
Education & Work Experience
C-HS Graduate or Equivalent – 5 year(s) experience
English, Swahili
Vacancy Type
Service Contract (SC)
Posting Type
Arab States
Contract Duration
One Year (With possibility of extension)

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Under the guidance and supervision of the CSCU, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the UNSOS Common Service Coordination Unit, Finance Resources and Management unit (FRMU) / Common Services in UNDP for UN Clinic matters and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 

  • Implementation of operational strategies;
  • Support to effective and efficient functioning of the unit;
  • Support to administrative and logistical services;
  • Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
  • Provision of inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
  • Provision of inputs to preparation of administrative team results-oriented workplans.

Ensures effective and efficient functioning of the unit, focusing on achievement of the following results:

  • Assist in the creation a consolidated invoice on UNSOS Clinics usage to each UN agency;
  • Assist in the creation on the individual medical bill and submit to each UN agency on monthly basis in timely manner, no later than 20 days after the receipt of monthly consolidated invoices;
  • Liaise with agencies focal points for any requeired reconcliliation on the UNSOS Clinic Bills;
  • Create, update, maintain the tracking system for the individual billing.
  • For any missing documents, coordinate with UNSOS CSCU or medical providers Mogadishu, Baidoa, Beletwayne, Garowe, Kismayo for clarification;
  • Any inquires or discrepancy from UN agencies, verify the records and revise the bills if necessary.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

  • Organization of bills distributions to agencies;
  • Administrative support to meetings on UN Clinics relating to UNSOS role;
  • Maintenance of the filing system ensuring safekeeping of confidential materials;
  • Extraction of data from various sources;
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

Support knowledge building and knowledge sharing focusing on achievement of the following results:

  • Participation in the training for the operations/projects staff on administration.
  • Sound contributions to knowledge networks and communities of practice.

Impact of Results.

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.


Core Competencies:   

  • Innovation : Ability to make new and useful ideas work ; Assesses work with critical eye
  • Leadership : Ability to persuade others to follow, Takes responsibility for and ensures high quality of own work
  • People Management: Ability to improve performance and satisfaction. Takes ownership of responsibilities
  • Communication : Ability to listen, adapt, persuade and transform. Reliably and consistently listens and interprets information and instruction correctly
  • Delivery : Ability to get things done while exercising good judgement . Meets goals and timelines for delivery of products or services;

Functional Competencies:  

Building Strategic Partnerships : Maintaining information and databases – Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing – Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development – Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems – Uses information/databases/other management systems

Client Orientation

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management – Gathers and disseminates information on best practice in accountability and results-based management systems

Required Skills and Experience


  • Secondary Education.
  • Specialized certification in administration or relevant field will be desirable.


  • 5 years of relevant experience in administration or programme support service.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling of web-based management systems.

Language Requirements:       

  • Proficiency in English. Working knowledge of other UN language desirable

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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