Administrative Assistant – Executive Office

About the role

The United Nations Environment Programme (UNEP) is seeking an Administrative Assistant to support the Executive Director’s Office in Nairobi. The incumbent will provide comprehensive administrative, budgetary and contract support to ensure the smooth operation of the Executive Office and its engagements worldwide.

Key responsibilities

• Manage the Executive Director’s schedule, official missions and travel arrangements.
• Draft routine correspondence and maintain up‑to‑date paper and electronic files.
• Coordinate with service units and internal teams across headquarters and field locations.
• Support travel programmes, monitor vendor payments, plan physical office space and oversee office technology needs.
• Assist in data collection, analysis and preparation of presentations, reports and knowledge‑management materials.
• Monitor expenditures and budget allocations using Umoja, update budget tables and prepare financial reports.
• Review requisitions, ensure correct charging of expenses and assist with budget performance submissions.
• Administer contracts with external service providers, audit invoices and process payments.
• Prepare UN forms and permissions for staff access, passes and parking permits.

Required profile

• University degree or equivalent professional qualification.
• Proven experience in administrative support within an international or multilateral organization.
• Familiarity with UN administrative procedures and financial systems (e.g., Umoja) is an advantage.
• Strong organisational and coordination skills with the ability to handle multiple tasks.
• Excellent written communication skills in English.

Required skills