Administrative Support Officer – Finance, Legal & Logistics

The United Nations Environment Programme (UNEP) is the world's foremost intergovernmental organisation dedicated to environmental protection and sustainable development. Operating from its global headquarters in Nairobi, UNEP's Industry and Economy Division drives evidence-based policy, promotes circular economy principles, and supports governments and private-sector actors in adopting sustainable production and consumption practices.

This six-month consultancy sits within the Materials and Systems Innovation Unit and calls for a meticulous, compliance-driven Administrative Support Officer who will be the operational backbone of active project portfolios. You will ensure that every contract, budget transaction, travel arrangement, and audit document is managed in strict accordance with UN financial rules and regulations — enabling scientists, policy advisors, and project managers to focus on delivering environmental impact.

• Process and monitor project budgets using UNEP's Enterprise Resource Planning (ERP) system, ensuring expenditure remains within approved allocations and flagging variances promptly.
• Draft, review, and administer contracts, consultancy agreements, and purchase orders in full compliance with UN procurement and legal standards.
• Coordinate end-to-end travel logistics for staff and project partners, including visa facilitation, DSA calculations, travel authorisations, and post-travel expense reporting.
• Plan and execute logistical arrangements for meetings, workshops, and conferences — including venue booking, catering, participant communications, and technical setup.
• Maintain a comprehensive, audit-ready documentation system covering financial records, contracts, correspondence, and project deliverables.
• Liaise with UNEP Finance, Procurement, and Legal sections to resolve transactional issues and ensure timely processing of payments and reimbursements.
• Prepare periodic financial status reports, budget utilisation summaries, and expenditure forecasts for project managers and donors.
• Support onboarding of new consultants and project partners by preparing required HR and contractual documentation.
• Identify administrative bottlenecks and propose process improvements that enhance operational efficiency across the project team.

• Operate and navigate an Enterprise Resource Planning (ERP) system at an intermediate-to-advanced level to process transactions, run reports, and maintain accurate records — this is a mandatory requirement.
• Administer financial documents including purchase orders, payment requests, and budget revisions with zero-tolerance for error in a UN or similarly regulated environment.
• Draft and manage legal and contractual instruments (service contracts, SSAs, LoAs) while identifying compliance risks before they escalate.
• Coordinate complex, multi-destination travel logistics under tight deadlines while applying UN travel policy rules correctly.
• Produce clear, concise financial reports and briefing notes for non-financial stakeholders including project managers and donors.
• Communicate professionally in English — written and spoken — to engage with international staff, partners, and vendors.
• Apply UN Staff Rules, Financial Regulations, and procurement procedures with precision and without supervision.
• Manage multiple concurrent workstreams, prioritise effectively, and meet hard deadlines in a fast-paced UN office environment.
• Minimum five (5) years of hands-on administrative and financial operations experience; UN system experience is a strong advantage.
• First-level university degree in Finance, Accounting, Business Administration, Public Administration, or a related field is desirable; High School Diploma plus exceptional ERP and financial administration experience is the minimum accepted.

This is a six-month consultancy contract. UNEP consultancy fees are benchmarked against UN salary scales and are commensurate with qualifications and years of relevant experience. Based on Kenyan market rates and UN local consultancy fee structures, the estimated monthly equivalent ranges from KES 150,000 to KES 280,000. Specific remuneration will be confirmed during the selection process.

• UN system affiliation and internationally recognised project experience
• Exposure to global environmental policy and sustainability programmes
• Collaborative, multicultural work environment at UNEP Headquarters, Nairobi

Ideal candidate: A detail-oriented, compliance-focused administrative professional with at least five years of financial and contract administration experience, demonstrable ERP proficiency, and ideally prior exposure to the UN system or a large international organisation. You thrive on accuracy, handle multiple priorities without dropping the ball, and understand that in a UN context, documentation and compliance are non-negotiable.

Do NOT apply if: You have fewer than five years of relevant administrative and financial experience, have never worked with an ERP system, are uncomfortable with strict regulatory frameworks, or are looking for a permanent position — this is a fixed-term six-month consultancy.

• Visit the UNEP Careers Portal at https://www.unep.org/about-un-environment/employment or the UN Inspira system at https://inspira.un.org.
• Search for the Administrative Support vacancy under the Industry and Economy Division / Materials and Systems Innovation Unit, Nairobi duty station.
• Create or log in to your Inspira profile and complete the online application form in full.
• Upload an updated CV and a cover letter clearly demonstrating your ERP experience, financial document administration, and contract management skills.
• Submit your application before the closing date of 18 June 2026. Late or incomplete applications will not be considered.
• Only shortlisted candidates will be contacted for assessment and interviews.