Posting Title: ASSISTANT ADMINISTRATIVE OFFICER, NOA
Job Code Title: ASSISTANT ADMINISTRATIVE OFFICER
Department/ Office: United Nations Human Settlements Programme
Duty Station: NAIROBI
Posting Period: 16 June 2017-15 July 2017
Job Opening number: 17-ADM-UNHABITAT-80168-R-NAIROBI (E)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Appointment against this post is on a local basis. This position is open to nationals of Kenya Only. Appointment against this position is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move……etc
Organizational Setting and Reporting
The United Nations Human Settlements Programme, UN-Habitat, is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. This post is located in UN-Habitat, Nairobi duty station. The Assistant Administrative Officer will be reporting to the Director, Management & Operations Division.
Responsibilities
Under the direct supervision of the Director, Management and Operation Divison, and in collaboration with the Project Administrators the incumbent will provide support to the country level operations of programmes/projects in Kenya by ensuring the operational instruments are monitored, well-managed and effectively reported on for result-oriented delivery of the country programme/project operations: Furthermore, the purpose of the post is to ensure the smooth running of HQ and field programmes as we approach the Kenyan General Election period to ensure business continuity in areas of response to corporate reporting needs of the Director and Senior Management as well as back-stopping for Programme Management Officers if they are away from Headquarters or in their respective home countries.
Within delegated authority, the Assistant Administrative Officer will be responsible for the following duties: Reporting and support to Business Continuity Planning (BCP):
- Support the development of project monitoring systems to manage and track project activities of programmes in Kenya; development of context-relevant tools enabling staff to effectively report on grants and projects and in compliance with IPSAS requirements.
- Assist in preparation, development and validation of key priority reports for project and corporate needs, including the requirements of the BCP efforts and preparedness strategy of the organization.
- Support the Business Continuity Planning efforts as coordinated by UNON.
- Provide troubleshooting support to Umoja transactional users.
- Mainstreaming of UN-Habitat reports; statutory and exceptional reports for management.
- Testing and verification of different reports from various platforms such as Enterprise Core Component (ECC), Business Intelligence (BI), Systems, Applications and Products (SAP) high-performance analytic appliance (HANA) and any other legacy system in use.
Training:
- Develop training materials and conduct customized business intelligence (BI) training workshops and sessions for Project staff.
- Provide training sessions for staff on Umoja (UN ERP) modules such as grants and project management, funds and cost management, Business Intelligence etc.
Project Management:
- Assist with oversight of the performance of logistical and administrative tasks related to planning and delivery of project activities.
- Supports the field personnel with carrying out checks on selected operational aspects of the work of the programmes in Kenya such as verifying supporting documents submitted by cooperating partners in relations to completed activities, collecting, analyzing and presenting data to the programme managers. Ensure regular communications and consultations with national personnel and partners with regular visits where services are delivered.
- Assists with the review, appraisal and revision, as necessary, of submissions for substantive programmes/projects, ensuring compliance with mandates, guidelines and programme/project objectives and result based management principles.
- Ensures the strategic and efficient management of programme financial resources through planning and tracking of expenditures ensuring appropriate financial controls in the field operations.
- Provides substantive support for coordination and evaluation functions, including review and analysis of emerging administrative issues and trends and participation in monitoring of the field activities and engagement with local partners.
- Assist with the effective monitoring and application of lessons learnt to strengthen the administrative support to field and designated town operations.
Budget and Finance:
- Assists in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
- Monitors budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary.
- Supports the implementation of procedures and systems for implementing the appropriate financial database.
- Contributes to the development of budgetary guidelines for own unit.
General Administration:
- Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
- Reviews adequacy of departmental space requirements.
- Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
- Performs other related work as required.
Competencies
- Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures, including but not limited to, business analytical functions, project management policies, processes and workflow, Umoja (ERP); 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; 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.
- 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.
- 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.
Education
A first-level university degree in business or public administration, finance, accounting, economics, law or related field.
Work Experience
A minimum of two years of progressively responsible experience in administration, finance, accounting, or related area. Experience with an ERP system and Business Intelligence certification are is desirable. Experience with developing reports for Senior Management information and decision making is highly desirable. Experience in Business Continuity Planning in a large organizationand training in ERP would be an asset. Experience with management of technical cooperation/development projects at national level would be desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Swahili (both oral and written) is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
More Information
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