Job Description
The United Nations Environment Program (UNEP) is seeking a highly organized, proactive, and service-oriented Administrative Assistant (G6) to join its Nairobi headquarters. This position offers an exciting opportunity for an experienced administrative professional who thrives in a multicultural environment and enjoys supporting high-impact environmental initiatives that contribute to sustainable development across the globe.
The successful candidate will play a central role in ensuring the smooth coordination of administrative operations within the assigned office. Working closely with managers, technical specialists, and colleagues from different functional areas, the Administrative Assistant will deliver efficient office support while maintaining the highest standards of professionalism, confidentiality, accuracy, and customer service. The role requires exceptional organizational skills, the ability to manage competing priorities, and confidence in handling a wide variety of administrative responsibilities.
Daily work will involve coordinating office activities, maintaining schedules, organizing meetings, preparing official correspondence, managing documentation, supporting procurement and travel processes, maintaining records, monitoring administrative deadlines, and assisting with financial and logistical arrangements. The position also requires effective communication with internal stakeholders, external partners, service providers, and government representatives whenever administrative coordination is required.
As part of a global organization dedicated to environmental sustainability, the Administrative Assistant will contribute to creating an efficient workplace that enables technical teams to focus on delivering impactful program and projects. The role demands attention to detail, excellent judgment, discretion when handling sensitive information, and a commitment to continuous improvement of office procedures and administrative systems.
The ideal candidate is someone who enjoys solving operational challenges, building positive working relationships, and delivering high-quality administrative support in a fast-paced international environment. Strong planning abilities, digital proficiency, and excellent written and verbal communication skills are essential for success in this position.
UNEP values diversity, inclusion, integrity, accountability, innovation, and collaboration. Individuals from different professional backgrounds are encouraged to apply if they meet the required qualifications and are passionate about supporting an organization that works to protect the environment and promote sustainable development worldwide.
This appointment provides an excellent opportunity to work alongside international experts, contribute to meaningful global initiatives, expand professional knowledge, and build a rewarding long-term career within the United Nations system while supporting administrative excellence at one of the world's leading environmental organizations.
Key Responsibilities
- Deliver comprehensive administrative support to management and program teams on a daily basis.
- Coordinate office schedules, calendars, appointments, and departmental activities.
- Prepare, edit, proofread, and format official correspondence, reports, presentations, and briefing materials.
- Organize meetings, workshops, conferences, and official events from planning through completion.
- Arrange meeting venues, virtual platforms, equipment, and logistical requirements.
- Record meeting minutes and distribute action points to relevant participants.
- Monitor follow-up actions and ensure timely completion of assigned administrative tasks.
- Maintain organized electronic and physical filing systems for official records.
- Process incoming and outgoing correspondence accurately and efficiently.
- Coordinate domestic and international travel arrangements in accordance with organizational procedures.
- Prepare travel documentation and assist with travel-related administrative requirements.
- Support procurement activities by preparing documentation and coordinating with suppliers.
- Monitor office inventory and initiate replenishment of administrative supplies.
- Assist with budget monitoring and administrative expenditure tracking.
- Verify supporting documents before administrative processing.
- Maintain confidential personnel and administrative records with discretion.
- Respond professionally to internal and external enquiries.
- Coordinate communication between departments and external stakeholders.
- Support onboarding activities for newly recruited personnel.
- Prepare administrative reports and routine statistical summaries.
- Monitor office deadlines and ensure timely submission of required documentation.
- Assist in organizing missions, official visits, and delegation logistics.
- Ensure compliance with United Nations administrative regulations and internal procedures.
- Support contract administration and documentation where required.
- Maintain accurate databases and update administrative information regularly.
- Coordinate courier services and document distribution.
- Assist in monitoring office assets and equipment records.
- Provide administrative guidance to colleagues on routine procedures.
- Identify opportunities to improve administrative efficiency.
- Contribute to digital record management initiatives.
- Maintain professionalism when handling confidential information.
- Build positive working relationships with colleagues from diverse cultural backgrounds.
- Support emergency administrative requirements when necessary.
- Coordinate office communication and information sharing.
- Assist with preparation of procurement requests and administrative approvals.
- Ensure high standards of document quality and presentation.
- Monitor workflow priorities and recommend improvements where appropriate.
- Participate in continuous learning and professional development activities.
- Perform additional administrative assignments that support departmental objectives.
Qualifications & Requirements
- Completion of secondary education is required.
- Additional training or certification in Business Administration, Office Administration, Public Administration, Management, or a related discipline is highly desirable.
- Strong knowledge of modern office administration practices.
- Excellent organizational and time management abilities.
- Outstanding written and verbal communication skills.
- Professional report writing and document preparation skills.
- Advanced proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
- Experience using digital collaboration and document management platforms.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple assignments effectively.
- Excellent customer service and interpersonal skills.
- High level of integrity and confidentiality.
- Ability to work independently with minimal supervision.
- Strong analytical and problem
- solving skills.
- Effective planning and coordination abilities.
- Experience supporting senior management is an advantage.
- Ability to work successfully within multicultural teams.
- Knowledge of administrative policies and procedures.
- Ability to meet strict deadlines.
- Strong record management capabilities.
- Professional telephone and email communication skills.
- Adaptability within dynamic working environments.
- Excellent teamwork and collaboration skills.
- Commitment to continuous improvement.
- Fluency in English is required
- knowledge of another United Nations official language is an advantage.
How to Apply
Interested candidates should submit their application through the official United Nations careers portal before the closing date. Applications should include a completed online application profile with accurate educational background, employment history, professional achievements, and any additional information requested in the vacancy announcement. Only applications submitted through the official recruitment system before **30 July 2026** will be considered. Shortlisted candidates may be contacted for further assessments and interviews as part of the selection process.