Administrative Associate Job at UNFPA 

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Administrative Associate; Programme Division, Nairobi, G-6 (1 Post + Roster)

Job Info

• Job Identification: 22240
• Apply Before: 10/12/2024
• Job Schedule: Full time
• Locations: Nairobi, Kenya
• Grade:G6
• Vacancy Type: Fixed Term
• Education & Work Experience: High School certificate – 6 year(s) experience
• Job Category: Administration/Operations/Support

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Job Description

Note: All recommended candidates who are not selected for this position, will be rostered for future Administrative Associate, G-6 positions.

The Position:

The Programme Division is part of UNFPA Headquarters based in Nairobi, Kenya. As the Programme Division establishes presence in Nairobi, the Division will be recruiting for a number of posts in 2025 and are currently developing a talent pool for future vacancies. 

The Administrative Associate is responsible for Financial Management, Procurement and General Administrative Services within the Programme Division.  The role may be asked to support specific branches or projects which will be identified based on the overall needs of the Division.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

RANGE OF FUNCTIONS AND RESPONSIBILITIES

A. Financial Management 

• Monitors financial resources by providing the necessary financial information and analysis to management. Projects expenditures to determine possible problems, notifies management and proposes remedial action. Makes budget revisions as required;
• Ensures financial transactions are in accordance with UNFPA financial rules and procedures;
• Reviews and processes invoices 
• Prepares all Quantum requests ensuring validity of the Chart of Accounts. Following receipt of goods or services, maintains receipts to enable processing of vendor payments;
• Responsible for ownership, purchases, and reporting of Corporate Credit Card transactions.

B. Procurement

• As focal point for all team procurement matters, review procurement requests and initiate procurement procedures for equipment, supplies and services in a transparent and cost effective manner;

C. General Administrative Services

• Interpret UN/UNFPA Administrative rules and regulations and provide guidance to staff; identify ways in which the administrative needs can be met within existing policies;  adapt processes and procedures, anticipate and manage operational requirements of the team;
• Develop tools and mechanism for effective and efficient monitoring of administrative activities in support of team operations;
• Assist in the general management of personnel and operations, specifically  responding to audit findings and recommendations; and staff development activities (training and workshops);
• Liaise and support staff operational requirements in the areas of personnel and travel administration, as appropriate (e.g. renewal of UNLPs, visas; travel authorizations and bookings; security clearances; preparation of F10s; extension of contracts, leave management and entitlements; etc); 
• Manage and track consultancies, including: updating of consultancy information; Atlas balance reconciliation; time sheet reconciliation; and ensure accuracy of hours worked.
• As Directory Focal Person, request and input email and Quantum profiles for new staff and consultants, as well as modifications of existing profiles.
• Manage the Team’s calendar and schedule of appointments;

D.  Perform any other duties as may be assigned by the supervisor

Qualifications and Experience: 

Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management is required.  A first level university degree in business administration or public administration is desirable.

Experience: 

• A minimum of 6 years of progressively responsible relevant experience in administration in the public or private sector is required
• The minimum years of relevant experience is reduced to 3 years for candidates who possess a relevant first-level or advanced university degree 
• Experience in UN procurement and financial procedures is desirable
• Computer literacy – Word, Excel, PowerPoint and Google Suite.
• Good writing and communication skills. 

Language requirements:

Fluency in English is required; Fluency in another UN language, particularly French or Spanish, is desirable.

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Functional Competencies:

• The ability to interpret rules, regulations and procedures and explain them clearly and concisely;
• Computer literacy – proficiency in Oracle or similar systems, Word, Excel, PowerPoint; and other computerized applications; experience in Google workspace is ideal
• Good writing and communications skills;
• Strong interpersonal and organizational skills;
• Basic data fluency 

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

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