Administrative Officer Job at UNON – UN Jobs

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• Job Opening ID: 231761
• Job Network : Management and Administration
• Job Family : Administration
• Category and Level : Professional and Higher Categories, P-4
• Duty Station : NAIROBI
• Department/Office : United Nations Office at Nairobi
• Date Posted : May 14, 2024
• Deadline : Jun 27, 2024

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Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya.

UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This position is located in the United Nations Office at Nairobi (UNON), Division of Administrative Services (DAS), Central Support Services (CSS). The Administrative Officer will report to the Chief, CSS. Within delegated authority, the incumbent will be responsible for the following duties:

Responsibilities

HUMAN RESOURCES MANAGEMENT:

• Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.
• Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Represents the Department/Unit at Departmental Panels and appointment bodies.
• Reviews post incumbency reports for purposes of vacancy management and staffing table control.
• Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.

BUDGET AND FINANCE:

• Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
• Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
• Establishes and maintains a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.

GENERAL ADMINISTRATION:

• Provides operational management and support to the Travel, Shipping and Visa Unit (TSVU), with responsibility over all official and entitlement travel, as well as issuance and renewal of travel documents including UNLP’s and Visa and official shipment of personal effects.
• Provides operational management and support to the Host Country Services Unit (HCSU), with responsibility of all entitlements in line with the Host Country Agreement (HCA), coordinating directly with Departments and Ministries of the Host Country including but not limited to Ministry of Foreign Affairs (MFA), Kenya Revenue Authority (KRA), Immigration and the National Transport and Safety Authority (NTSA).
• Provides operational management and support to the Property Management Unit (PMU), with responsibility for all supply chain related functions including property management of equipment and assets, annual verifications, issuance of gate passes, disposal, receiving, inspection, stores management, mail, pouch, courier, messenger services.
• Implements and monitors support services, including procurement of supplies and services; transport, travel and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements.
• Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues.
• Produces major/complex reports for management.
• Provides expert guidance and leadership to more junior staff.
• Performs other related duties as required, e.g., reviews of Secretariat offices and departments at headquarters/missions, operational travel programme, adequacy of departmental space requirements, and technology requirements.
• Performs other related work as required.

Competencies

• PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.

• 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

• Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of seven years of progressively responsible experience in administration, travel, host country, property management, supply chain, finance, accounting, human resources management or related field is required.
• Two years or more of experience in data analytics or related area is desirable. Work experience within the United Nations system or similar international organizations is desirable.

Languages

• English and French are working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of French is desirable. Knowledge of another UN official language is desirable.
• NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of” confident” in two of the four areas.

Assessment

• Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

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