Posting Title: ADMINISTRATIVE OFFICER, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/ Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 4 April 2018-18 May 2018
Job Opening number: 18-ADM-UNON-95071-R-NAIROBI (X)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON performs representation functions with permanent missions, the host government and governmental and non-governmental organizations in Nairobi. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).
The position is in the Office of the Director, Division of Administrative Services (DAS) at the United Nations Office Nairobi (UNON). The position supports the Director in the planning, execution, monitoring and evaluation of the business functions of UNON. The position reports directly to the Director. The incumbent will perform the following functions: Responsibilities
Within delegated authority, the Administrative Officer will contribute to the effective direction of the activities of DAS by providing direct support to the Director in the performance of his/her executive functions. The position is required to make sure that there is an orderly and transparent flow of information from the office of the Director to managers and staff at large and vice- versa. The focus is to create an environment where interested parties are kept abreast of developments at the executive level, where executive decisions are based on solid facts and where all DAS staff are able to contribute to, and enhance the work of the division.
- Support the work of the Director in the area of management/administrative reform, including in the preparation, and coordination, of UNON inputs on global service delivery, restructuring, the simplification and streamlining of administrative processes and the implementation of ERP extensions:
- Initiates and coordinate meetings on the above within UNON/DAS and liaises with staff and management at UN headquarters and other Offices-Away-from-Headquarters (OAHs), the Office of the Director General (ODG) and other UNON divisions and services;
- Provides expert advice, researches, consults and prepares correspondence, proposals, comments, talking points and briefings relating to management and administrative reform issues for the Director, DAS and/or the Director General, UNON;
- Produces major/complex reports for management and handles specific policy and managerial issues assigned by the Director and discusses them with relevant parties (services & sections) and contributes to recommendations/actions to be taken.
- Coordinates the preparation, management, monitoring and reporting of the annual work program for DAS.
- Leads, oversees and coordinates the delivery of work priorities and objectives, bring discrepancies to the attention of the Director and coordinate remedial action as appropriate;
- Monitors and controls change-management, infrastructure and other large scale UNON improvement projects and keeps the Director informed of the status of these projects;
- Serves as the DAS events coordinator and as the Director’s focal point for DAS support to the meetings and events of UNEP, UN-Habitat and other clients;
- Performs the function of Secretary to Service and Extended Chief’s meetings and coordinates meetings and consultation with the Nairobi Staff Union;
- Support the Director with senior level recruitments at the service-chief level within DAS.
- Coordinates the acquisition, analysis and presentation of information relating to the management of DAS.
- Reviews post incumbency reports for purposes of vacancy management and staffing table control;
- Reviews training, travel and other cross-cutting budgetary allocations, prepares plans for the Director’s approval, identifies deviations from plans and proposes corrective measures;
- Establishes quality-control mechanisms, initiates and conducts studies to improve reporting systems and cost-effective utilization of resources and leads the implementation of multi-disciplinary projects related to administrative areas;
- Coordinates and supports the Director in communication with DAS staff and external constituencies;
- Represents the office as the primary ERP Security Liaison Officer (SLO) for UNON/DAS and supervises the work of secondary SLOs.
- Performs other related duties as assigned.
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. 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.
- TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- 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, is required. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of seven (7) years of progressively responsible experience in administration, finance, accounting, human resources management or related field, is required. Experience with change management is desirable. Experience with the UN common system is an advantage. Familiarity with program support operations in an Enterprise Resource Planning (ERP) environment is an advantage.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Knowledge of other UN official languages is an advantage.
Assessment
Evaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview.
Special Notice
Appointment against this position is for a 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 staffs are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term ‘sexual exploitation’ means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term ‘sexual abuse’ means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
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 Manual for the Applicant, which can be accessed by clicking on ‘Manuals’ hyper-link on the upper right side of the inspira account-holder homepage.
The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.
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