United Nations Jobs, UNDRR Jobs, UN Jobs,
- Job Opening ID: 244780
- Job Network : Management and Administration
- Job Family : Administration
- Category and Level : General Service and Related Categories, G-6
- Duty Station : NAIROBI
- Department/Office : United Nations Office for Disaster Risk Reduction
- Date Posted : Oct 10, 2024
- Deadline : Nov 8, 2024
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Org. Setting and Reporting
Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries.
Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 150 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyses action and increases global awareness to reduce disaster risk working with the United Nations, Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.
This position is located in the Regional Office for Africa, Nairobi, Kenya. The Administrative Assistant reports to the Administrative Officer.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Budget and Finance
- Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with approved budget prepares adjustments as necessary.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
- Provides support with respect to the review, analyses and preparation of the work plan and cost plan for the Regional Office and its revisions.
- Prepares or customizes financial reports from Umoja system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Assists in procurement processes; initiates low-value procurement in Umoja; reviews requisitions for goods and services to ensure; prepares bills to service providers and vendors, among other procurement related processes.
- Provides support to conferences, meetings and events organized by the regional office, by ensuring that related finance, budget and procurement matters are effectively dealt with.
General Administration
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Acts as back up to the other administrative assistant(s) in the office; performs other duties as required.
- Assists with visualizations and updating information material such as web pages or brochures.
Contract Administration
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors’ invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Human Resources Management
- Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
- Monitors staffing table and prepare relevant statistical data/charts.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modelling and interpretation of data in support of decision-making.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
- High school diploma or equivalent is required.
Work Experience
- Seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
- One (1) year or more of experience in data analytics or related area is desirable.
- Experience supporting the organization of workshops/trainings, events, and conferences is desirable.
- Experience working with an enterprise resource planning system, such as Umoja is desirable. Experience working in the United Nations system or similar international organisation is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
- Knowledge of another official United Nations language is desirable.
Assessment
- Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.
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