UNON Administrative Officer Jobs in Kenya

UNON Administrative Officer Jobs in Kenya

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.

The National Officer position will be located in the Programme Management Section and will report to the Senior Programme Management Officer (SPMO) for the UNON Conference Facilities Capital Project, Division of Administrative Services, UNON.

Responsibilities

Under the general oversight and direction of the Senior Programme Management Officer, the incumbent will be responsible for the Administration and Programme Management required for the planning and execution of the UNON Conference Facilities Capital Project, entailing the renovation and upgrade of the existing conference facilities in Nairobi over an 8 year period.

The project will be executed in line with the established project scope and key performance indicators, which includes large-scale relocation of the existing conference functions of the organization, while ensuring business continuity of conference operations for major UN Secretariat clients including United Nations Environment Programme (UNEP) and United Nations Human Settlement Programme (UN-Habitat) running conferences at the UN Nairobi complex throughout the construction.

In this context, the incumbent will perform the following duties:

1. Human Resource Management

• Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

2. Budget and Finance

• Prepares results-based budgets and cost plans.
• Prepares budget performance reports, analyses variances between approved budgets and actual expenditures and makes recommendations on adjustments.
• Prepares and customizes expenditure/financial reports from Umoja.
• Monitors and reviews the work programme and budget by conducting regular reviews to assess progress of actual work versus the work programme. Coordinates the production of programme reports.
• Defines requirements and works with the project team and Budget and Finance Management Service at UNON to improve budget reporting systems and cost effective utilization of project resources.
• Provides input to the development of procedures and implements same to ensure that budgeting and financial management controls are consistent with UN policy and practice.
• Provides guidance on financial administration and management information issues and practices to colleagues.

3. Project Management

• Supports programmed activities being carried out in a timely fashion and co-ordination of work in the different areas within the UNON Conference Upgrade project team and other key stakeholders.
• Collates inputs on project costs and any change/variation orders to contracts.
• Supports oversight of work undertaken by others in the Programme Support Section.
• Supports preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued. Supports the Senior Programme Management Officer in delivery of UNON Conference Upgrade work programme, including contract management and management and coordination of project costs, such as bill of quantities and time control procedures. Supports development and implementation of the Section’s Work Programme through use of programme management, control and support arrangements.
• Supports development and implementation of the Section’s Work Programme through use of programme management, control and support arrangements.
• Provides guidance and leadership to support staff.

4. General Administration

• Oversees work related to procurement, billing and receipt of income, official travel, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
• Reviews adequacy of project office space requirements.
• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• Provides input for the administrative tasks necessary for the implementation of the UNON Conference Upgrade project and the functioning of the project team, including preparation of budgets, reporting on budget/programme performance evaluation of staff performance interviews of candidates for job openings, evaluation of candidates and preparation of inputs for results-based budgeting.
• Fosters teamwork and communication among staff in the Service and across organizational boundaries.
• 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.
• Ensures that requirements, background information used for data analysis are documented.
• Performs additional tasks as and when requested.

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.

Ability to implement major capital projects effectively, on time and budget. Ability to produce reports and papers on technical issues and to review and edit the work of others.

Knowledge of contracting and construction management issues. Ability to apply UN rules, regulations, policies and guidelines in work situations.

Competency in the use of relevant information technology and systems. Ability to work with people from various cultures and professions and successful experience in working with boards and external audiences is desirable.

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.

The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Communication: Speaks, writes and presents 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

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 five years of progressively responsible experience in administration, budget, finance, project management or related field is required.

Experience in contract management and construction management issues is desirable.

Experience in programme/project management is desirable.

Experience in asset accounting is desirable.

2 years or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations 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 may include an assessment exercise which may be followed by competency-based interview.

How to Apply

For more information and job application details, see; UNON Administrative Officer Jobs in Kenya

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