Administrative Officer, P3 at United Nations Office at Nairobi (UNON)

Job Description

(adsbygoogle = window.adsbygoogle || []).push({}); United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

 Takes the lead with respect to the preparation and implementation of the contractual services work programme, ensuring that assigned resources are utilized to implement activities in accordance with the programme of work of the unit.  Defines requirements of the work and work with the language units, meetings services, clients and office requirements with respect to improving implementation of work procedures and reporting systems and cost effective utilization of program resource.  Effectively coordinates actions relative to the administration of contractual translation, meetings and office requirements, and other contractual services ensuring consistency in the application of UN rules and procedures.  Oversees the day-to-day administration of outsourced contractual services.  Coordinate evaluation reports and ensure that timely feedback is provided to the clients.  Defines requirements and work with other sections in the division and clients to define requirements for outsourced services.  Coordinates the preparation and initiation of the requisition process for contracting with individual, institutional, and contractual agencies as necessary and oversee processing the payment of contractors’ services, monitor and reconcile payments. Act as the contract manager for all division’s contracts.  Works with key clients to facilitate the development, implementation, and evaluation of assigned programme of work; monitor and analyze specific aspects of programme of work development and implementation; reviews relevant documents and reports; identify problems and issues to be addressed and recommends corrective actions; liaise with relevant parties for their input; identifies and track follow-up actions.  Supervises and provides guidance on financial administration and management information issues and practices of management or work unit to staff.  Monitors use of funds earmarked for contractual services and compile relevant reports.  Monitors that procedures in place are implemented to ensure that accounting and financial management controls are consistent with UN policy and practice.  Supervises the preparation of performance reports on a regular basis as well as upon request of senior management.  Monitors and reviews the work programme by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinate the production of programme reports.  Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables, and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.  Supervises staff in the work unit, prepares work plans and manages performance.  Performs other related work as required.

Requirements

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 evaluate 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. PLANNING AND 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

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, procurement 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 five years of progressively responsible experience in finance, business administration, human resources, contracts management, procurement or related field is required. Excellent computer skills and working knowledge of ERP system is required. Two years or more of experience in data analytics or related area is desirable. Experience in procurement and or contracts management and administration is desirable. Knowledge of conference management systems in documents and contracts management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of one other official language of the United Nations is desirable.