Associate Administrative Officer 205 views0 applications

United Nations High Commissioner for Refugees (UNHCR)

UNOPS Vacancy Announcement

FLASH Vacancy Notice No.: IICA/KEN/KAK/19/011

Title of Post

Associate Administrative Officer

Category /Grade

IICA-1

Duration

Initially up to 31 December 2019

Reporting Date

ASAP

Type of Contract

International ICA

Date of Issue

11 September 2019

Location

Sub Office Kakuma

Closing Date

18 September 2019

Organizational Context (role of the position within the team, describing its leadership role, it’s external/internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercise by the incumbent)

The vast majority of refugees in Kenya are from Somalia, followed by refugees from South Sudan, Ethiopia, Sudan and the Democratic Republic of Congo. The Republic of Kenya has acceded to the 1951 Convention relating to the status of Refugees and its 1967 Protocol as well as the 1969 OAU Convention, and has ratified various other international instruments protecting human rights. In December 2006, Kenya enacted its first refugee legislation, the Refugees Act of 2006. Although the 1951 Convention holds a contracting State responsible for according to refugees, lawfully staying in its territory, the right to choose their place of residence and to move freely within its territory, Kenya has since the early 1990s practiced a policy of encampment which obliges the majority of refugees to remain within the confines of UNHCR-administered refugee camps. Refugees in Kenya mainly receive UNHCR protection and assistance at the Sub-Office levels in either Kakuma or Dadaab refugee camps. Kakuma refugee camp and Kalobeyei Settlement are host to over 185,000 refugees of various nationalities. Sub-Office Kakuma operates from a main compound where office spaces are provided to a workforce of over 100 staff. Additional offices referred to as field posts, are provided within the Kakuma Camps and Kalobeyei Settlement. Accommodation is provided on the main compound to staff as well as visiting guests. The management of these office spaces, accommodation areas, grounds and equipment is carried out by the administrative and finance unit.

The Associate Administrative Officer is responsible for supporting the Kakuma Sub Office in the implementation of general administrative and selected resource management tasks. S/he will work quite independently on regular assignments with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results.

S/he shall maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the area of operation and Nairobi Branch Office; additionally, with local suppliers/services to ensure provision of services and resolution of difficult problems.

Purpose and Scope of Assignment

The position as part of the Admin Unit, reports to the Administrative/Finance Officer. The Associate Admin Officer shall primarily ensure that UNHCR premises at Sub Office Kakuma are managed in an efficient and cost-effective manner and provide a healthy and safe working environment. Additionally, the incumbent shall when required, provide general support to other administrative activities of the Admin unit.

Duties and Responsibilities

Under the supervision of the Administrative/Finance Officer, the incumbent will perform the following duties:

· Coordinate with suppliers and contractors to ensure facilities on the compound and offices within the camps are kept clean and in good state of repair.

· Manage accommodation room allocation for staff and guests on mission.

· Manage contracts to ensure different services such as office spaces and accommodation rooms cleaning, pest control and fumigation, plumbing, gardening and carpentry work are done to the expected hygienic and safety standards.

· Manage admin equipment maintenance covering drinking water treatment plant, television decoders, over 300 air conditioning units and nine generators to ensure continuous provision of electricity in camp offices, offices on the compound and accommodation areas.

· Prepare and distribute invoices related to accommodation rent.

· In liaison with Finance Unit reconcile rent invoices issued against payments received.

· Submit in a timely manner, detailed monthly reports on compound management activities.

· Perform any other functions assigned by supervisor or head of office.

Monitoring and Progress Controls

• Monthly Report and Final Report (at the end of the assignment or end of the year)

• A Performance Appraisal Report (PAR) as per Annex N (UNOPS)

• The Performance Appraisal Report (PAR) must be signed by the direct UNHCR supervisor and by the Admin/Finance Officer or Senior Admin/Finance Officer.

Essential Minimum Qualifications and Experience

· University degree in Public or Business Administration; Economics; Hotel management or other relevant field.

Experience:-

Minimum of 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree. Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement.

Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UN or UNHCR’s administrative rules and procedures; Field Administration; Managing Office Facilities and Assets; Resource Management; familiarity with UN-UNHCR Procurement Procedures. Excellent computer skills, particularly in MS Office applications.

Key Competencies:-

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Managing Performance

Judgement and Decision Making

Managing Resources

Cross-Functional Competencies:

Planning and Organizing

Political Awareness

Analytical Thinking

Living Conditions

International staff live on UNHCR compound which houses both offices, residences, gym and basketball court. Rooms have a bathroom, bed, wardrobe, TV, AC, refrigerator, gas stove. Staff provide their own bed sheets, towels, and toiletries. Rooms are cleaned Monday to Friday. Laundry is done separately for a fee. A private company sells meals and drinks in the cafeteria. Shops in Kakuma town sell toiletries and food items. There are several churches and several mosques. Available banks are Equity and Kenya Commercial. ATM machines accept some credit and debit cards, dispensing Kenyan Shillings.

The area is generally characterized by high temperatures and is relatively humid. January to March is the hottest months, with temperatures reaching 38^oC / 100.4^oF. Some essentials during these periods are a hat/cap, sunglasses, light sweat absorbing clothes, closed shoes, welly boots. November-December is the short rainy season. Long rains start in mid-March and end in June. Some of the hazards in the Kakuma operation includes dust storms, heat exhaustion, flooding, and presence of different insects, snakes, scorpions and high risk of malaria. Rain showers usually results in large muddy areas and overflowing of seasonal rivers which limits staff movements. Overflowing seasonal rivers in Kakuma area can result from rains from highlands on North Eastern Ugandan border.

Kakuma Mission Hospital at Kakuma town is the first point of call during medical emergency situations. There are also few medical clinics and chemist shops in Kakuma town with very basic facilities. Referrals and evacuations are primarily to Nairobi.

Kakuma Sub Office is a Security Level 3. The overall security situation in the operational area has been calm and stable over the past few months. While UNHCR operations have not been directly affected by insecurity, humanitarian operations and program delivery modalities are constantly reviewed, and the security posture adjusted in order to mitigate the risks. Security of UNHCR compound is provided by UN Security and Safety Service (UNDSS), a private guard company and the Kenya Police Service. Staff are expected to always cooperate with security personnel and keep ID badge/visitors pass visible at all times while in the compound. Movement in and out of the UNHCR Compound is restricted from 22:00Hrs to 05:00Hrs. Staff are expected to return from refugee camps and integrated settlement to the UNHCR compound by 18:00 hours.