Essential Job Details

• Position Title: Executive Assistant
• Location: Nairobi, Kenya
• Employment Type: Full-Time
• Number of Vacancies: 1
• Salary: KES 150,000 – KES 200,000 Monthly (Estimated based on market research from Glassdoor and PayScale for Executive Assistant roles at international organizations like UNDP in Nairobi)
• Category/Department: Administration / Secretarial
• Reporting To: Deputy Resident Representative – Programme (DRR-P) and Deputy Resident Representative – Operations (DRR-O)
• Application Deadline: 16 September 2025
• Job Identification: 28975
• Grade: NPSA-5
• Vacancy Type: National Personnel Service Agreement
• Contract Duration: 1 Year with Possibility for Extension

Introduction

A prestigious Executive Assistant opportunity is available at the United Nations Development Programme (UNDP) in Nairobi, Kenya, for a proactive and organized professional to support the Deputy Resident Representative – Programme (DRR-P) and Deputy Resident Representative – Operations (DRR-O). Posted on 9 September 2025 with a deadline of 16 September 2025, this full-time role focuses on ensuring the efficient functioning of the DRR offices, managing schedules, and facilitating communication with UNDP staff, UN agencies, and national authorities. As an Executive Assistant, you will maintain confidentiality, manage information flow, and contribute to a professional and collaborative environment, aligning with UNDP’s mission to end poverty, inequality, and climate change. This position is ideal for candidates with a Bachelor’s degree and 2 years of administrative experience or a high school diploma with 5 years of experience, offering a chance to thrive in a global organization driving sustainable development.

About UNDP

The United Nations Development Programme (UNDP), headquartered in New York City, is the UN’s global development network, operating in 170 countries to combat poverty, inequality, and climate change. UNDP connects nations to knowledge, expertise, and resources, providing expert advice, training, and grants to foster integrated, lasting solutions for people and the planet. In Kenya, UNDP aligns with national priorities and the 2030 Agenda for Sustainable Development, promoting gender equality, inclusivity, and resilience. Committed to workforce diversity, UNDP encourages applications from minority groups, indigenous communities, and persons with disabilities, maintaining a zero-tolerance policy for harassment and discrimination. For an Executive Assistant, UNDP offers a dynamic platform to support high-level operations, collaborate with global teams, and contribute to impactful development initiatives in Nairobi’s vibrant UN hub.

Key Responsibilities

• Manage the DRR-P and DRR-O offices, fostering professionalism and teamwork in the Executive Assistant role.
• Ensure an environment of exemplary conduct, setting high standards for the Country Office (CO) team.
• Coordinate DRR-P and DRR-O schedules discreetly, balancing workloads to ensure punctuality and efficiency.
• Organize regular and ad-hoc meetings, taking minutes and summarizing actions for follow-up by DRR-P and DRR-O.
• Screen incoming communications, prioritize tasks, and advise on outgoing correspondence for signatures or further action.
• Adhere to protocol and correspondence guidelines when communicating with government and external partners.
• Utilize automated office management systems to streamline administrative processes.
• Handle routine matters proactively in consultation with DRR-P and DRR-O to enhance office efficiency.
• Maintain digital and hardcopy filing systems, ensuring safekeeping of confidential materials.
• Facilitate information sharing between the UN Country Team (UNCT) and the UN Coordination Unit.
• Provide up-to-date data on UN thematic groups’ activities and initiatives.
• Draft routine correspondence, interoffice circulars, briefing notes, and meeting minutes as requested.
• Conduct information searches and research to support DRR-P and DRR-O activities.
• Arrange travel for DRR-P and DRR-O, preparing agendas, schedules, and briefing materials.
• Administer travel, meetings, appointments, and briefings, including drafting background notes.
• Maintain Teams’ status reports, best practices, and lessons learned for resource mobilization.
• Support advocacy event organization to promote UNDP’s initiatives when required.
• Contribute to knowledge networks and communities of practice for knowledge sharing.
• Organize trainings for operations and project staff on programme-related processes.
• Maintain organized records of meetings, case studies, and human-interest stories for advocacy.
• Perform temporary supervisory functions for short-term hires when delegated.
• Monitor deadlines and commitments, ensuring timely follow-up by DRR-P and DRR-O.
• Prepare financial overviews and reports to support budgetary processes.
• Support event management, including venue identification, logistics, and disbursements.
• Ensure confidentiality in all tasks, safeguarding sensitive information.
• Collaborate with UNDP staff, UN agencies, and national authorities for efficient information flow.
• Anticipate upcoming needs and concerns of DRR-P and DRR-O to enhance client satisfaction.
• Adapt to emerging tasks and additional duties as required by supervisors or senior management.
• Promote diversity and inclusion in all interactions, aligning with UNDP’s values.
• Provide inputs to customer service strategies to improve office operations.

Qualifications and Skills

• Education: Secondary education required; Bachelor’s degree in Business Administration, Public Administration, or equivalent field preferred for the Executive Assistant role.
• Experience: Minimum 5 years (with high school diploma) or 2 years (with Bachelor’s degree) of progressively responsible administrative or project experience.
• Technical Skills: Proficiency in MS Word, Excel, and web-based management systems; advanced knowledge of spreadsheet and database packages.
• Communication: Excellent verbal and written skills to tailor messages for diverse audiences, including government and UN partners.
• Organizational Skills: Ability to manage schedules, prioritize tasks, and meet tight deadlines.
• Data Management: Competence in inspecting, transforming, and modeling data to support decision-making.
• Digital Literacy: Ability to adopt new technologies and empower others to use them effectively.
• Client Orientation: Strong ability to respond to client needs with urgency and quality solutions.
• Monitoring: Skills in providing feedback on programme performance and consistency.
• Budget Management: Ability to support budgetary aspects of work planning and team budgets.
• Event Management: Experience in organizing events, including logistics and disbursements.
• Desired Skills: Knowledge of financial reports, monitoring and evaluation tools, project management, and procurement procedures of international organizations.
• Languages: Fluency in English and Kiswahili required.
• Interpersonal Skills: Strong ability to build positive relationships and foster teamwork.
• Initiative: Proactive approach to handling routine matters and anticipating needs.
• Diversity Commitment: Awareness of unconscious bias and commitment to inclusion.
• Confidentiality: Strict adherence to safeguarding sensitive information.
• Adaptability: Flexibility to handle ambiguity and undertake additional tasks.
• Problem-Solving: Pragmatic approach to resolving administrative challenges.
• Preferred Experience: Prior work with UN agencies or international NGOs is an advantage.

Company Culture and Values

UNDP fosters a diverse, inclusive, and collaborative culture, reflecting its mission to promote sustainable development and equality across 170 countries. With a zero-tolerance policy for harassment and discrimination, UNDP prioritizes workforce diversity, encouraging applications from minority groups, indigenous communities, and persons with disabilities. In Nairobi, UNDP’s Regional Bureau for Africa creates a dynamic environment where the Executive Assistant thrives in supporting high-level operations. The organization values initiative, client orientation, and confidentiality, empowering employees to contribute to global solutions for poverty, inequality, and climate change. For an Executive Assistant, UNDP offers a workplace where professional growth aligns with meaningful impact, fostering teamwork and adherence to UN standards in a vibrant UN hub.

How to Apply

Apply now for the Executive Assistant position by 16 September 2025. Submit the following via the UNDP careers portal:

• A detailed CV highlighting your education, experience, and technical skills.
• A cover letter explaining your interest in the Executive Assistant role and alignment with UNDP’s mission.
  Apply through: UNDP Careers Portal. Only shortlisted candidates will be contacted. UNDP is an equal opportunity employer and does not charge fees for recruitment. For concerns, visit www.undp.org/scam-alert.

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Tags

Executive Assistant, Nairobi jobs, UN jobs Kenya, administrative roles 2025, UNDP careers

Extended Content for Depth and Context

The Executive Assistant role at UNDP in Nairobi is a critical position supporting the Deputy Resident Representative – Programme (DRR-P) and Deputy Resident Representative – Operations (DRR-O), ensuring efficient office operations in a global development context. Posted on 9 September 2025, this opportunity is ideal for professionals with a Bachelor’s degree and 2 years of administrative experience or a high school diploma with 5 years, offering a platform to manage schedules, communications, and knowledge-sharing initiatives. As an Executive Assistant, you will contribute to UNDP’s mission of ending poverty and inequality, working in Nairobi’s UN hub to support sustainable development. With a competitive estimated salary of KES 150,000–200,000 monthly, this role combines administrative excellence with meaningful global impact.

Why Choose This Executive Assistant Role?

The Executive Assistant position at UNDP is exceptional for its role in supporting high-level UN operations in Nairobi, a key hub for development work in Africa. With a focus on managing DRR offices, you’ll develop skills in protocol, communication, and data management, all while contributing to UNDP’s global mission. The role’s emphasis on diversity and inclusion, coupled with a competitive salary and potential for contract extension, makes it a career-defining opportunity for administrative professionals. The Executive Assistant thrives in a collaborative environment, gaining exposure to international development and UN networks.

The Role in UNDP Operations

As an Executive Assistant, you’ll ensure the smooth functioning of the DRR-P and DRR-O offices, managing schedules, communications, and documentation in a high-stakes UN environment. This role requires discretion, initiative, and a client-oriented approach to support UNDP’s work with UN agencies and national authorities. The Executive Assistant bridges administrative efficiency with strategic development goals, ensuring timely information flow and adherence to UN protocols in Nairobi’s dynamic setting.

Office Management and Professionalism

Managing the DRR offices is a core duty for the Executive Assistant. You’ll foster a professional and collaborative environment, setting standards for the Country Office team. By organizing meetings, taking minutes, and tracking action points, the Executive Assistant ensures operational efficiency and accountability, supporting UNDP’s mission-critical activities.

Schedule and Communication Management

The Executive Assistant handles DRR-P and DRR-O schedules with discretion, balancing workloads and ensuring punctuality. Screening communications, prioritizing tasks, and managing correspondence are key tasks, requiring adherence to UN protocol guidelines. The Exec Assistant filters outgoing documents and coordinates with external partners, maintaining a professional image for UNDP.

Administrative and Knowledge Support

Administrative tasks for the Executive Assistant include maintaining filing systems, drafting correspondence, and organizing travel and events. You’ll support knowledge-sharing by maintaining records of UN thematic groups’ activities and contributing to communities of practice. The Executive Assistant also conducts research and prepares briefing notes, enhancing DRR decision-making.

A Day in the Life of an Executive Assistant

A typical day as an Executive Assistant begins with reviewing DRR schedules, prioritizing communications, and organizing meetings. You might draft minutes, arrange travel, or update Teams’ reports. Afternoons involve coordinating with UN agencies, maintaining files, and supporting advocacy events, ending with ensuring deadlines are met in UNDP’s Nairobi office, where the Exec Assistant drives efficiency.

Why Nairobi Is Ideal for an Executive Assistant

Nairobi, a global UN hub, is perfect for the Executive Assistant role, offering exposure to international development networks. UNDP’s presence aligns with Kenya’s Vision 2030, providing a vibrant setting for administrative professionals to impact sustainable development. The city’s connectivity enhances career opportunities for the Executive Assistant.

Preparing for Success as an Executive Assistant

To excel as an Executive Assistant, master MS Office and web-based systems through practice or certifications. Develop skills in drafting SOPs and managing budgets, and familiarize yourself with UN protocols via online resources. Highlight UN or NGO experience in your application to align with UNDP’s needs, ensuring the Executive Assistant role is a perfect fit.

The Broader Impact of the Executive Assistant Role

As an Executive Assistant, your work supports UNDP’s mission to end poverty and inequality, facilitating operations that impact millions across 170 countries. By ensuring efficient DRR offices, you enable strategic development initiatives, contributing to Kenya’s role in global sustainability as an Executive Assistant.

Career Growth Opportunities for an Executive Assistant

The Exec Assistant role opens doors to senior administrative or programme support roles within UNDP or other UN agencies. With experience, advance to positions like Programme Assistant or Operations Officer. UNDP’s focus on diversity and development supports long-term growth for the ExecAssistant.

Challenges and Solutions for the Executive Assistant

Challenges in the Executive Assistant role include managing high workloads—use automated systems to prioritize tasks. Confidentiality concerns? Adhere strictly to protocols. Complex communications? Tailor messages for clarity. These strategies ensure the Executive Assistant excels in a demanding UN environment.

Industry Trends Impacting the Executive Assistant Role

The Executive Assistant field evolves with digital tools like AI-driven scheduling and cloud-based management systems. Trends in inclusive workplaces and sustainable development align with UNDP’s mission. Staying updated via platforms like Coursera prepares the Executive Assistant for modern administrative roles.

Final Thoughts on the Executive Assistant Role

The Executive Assistant role at UNDP in Nairobi is a transformative opportunity to support global development in a prestigious UN setting. With a focus on efficiency, confidentiality, and collaboration, contribute to impactful initiatives. Apply by 16 September 2025 via the UNDP portal to join a team driving change as an Executive Assistant.

Salary Estimate: KES 150,000–200,000 monthly, estimated based on Glassdoor and PayScale for Executive Assistant roles at international organizations in Nairobi, reflecting NPSA-5 grade and required experience.