Assistant Administrative Officer
Org. Setting and Reporting
This position is located in the UNODC
Regional Office for Eastern Africa (ROEA), Nairobi, Kenya, Division for
Operations (DO), United Nations Office on Drugs and Crime (UNODC). The
incumbent will work under the direct supervision of the Programme Management
Officer heading the Transnational Organized Crime, Illicit Trafficking and
Countering Terrorism Programme (TOC/CT) and the overall guidance of the UNODC
Representative for Eastern Africa (ROEA).
For more information on UNODC, please visit the website: http://www.unodc.org
Responsibilities
Within assigned authority, the incumbent will assist in
administrative areas of the Office including human resource administration,
financial administration, travel administration, and project/programme
planning. The roles will be performed in conformity with administrative
instructions, United Nations (UN) Financial Rules and regulation, and the
policies for the implementation of the projects. The incumbent will perform the
following specific duties:
• Assist in undertaking actions related to the administration of the Office’s
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.
• Provide information regarding conditions of service, duties and
responsibilities, and privileges and entitlements under the Staff Rules and
Regulations.
• Provide information on the office’s staffing needs for inclusion in pillar’s
staffing table.
• In coordination with the Assistant Finance and Budget Officer assist in
developing the Office’s work programme and budget; analyse inputs and formulate
resource allocations by work programme and assist in monitoring budget/work
programmes. Assist with the preparation and submission of financial reports.
• Assist in supporting the implementation of procedures and systems for
implementing the appropriate financial database. Develop and maintain a
dashboard that tracks the financial performance, compliance, and risks for
adaptive project management
• As member of a team assist with the development of budgetary guidelines for
the Office.
• Contribute to coordinating and monitoring the office commitments, including
travel (and imprest requests), purchase orders, United Nations Development
Programme (UNDP) financial authorization on a bi-monthly basis and ensure
timely closure in line with UNODC ROEA established timelines.
• Perform other related administrative duties, as required (e.g., operational
travel programme, monitoring accounts and payment to vendors and individual
contractors for services, physical space planning and the identification of
office technology needs and maintenance of equipment, software and systems).
• Assist with the development of relevant annual/quarterly plans, such as
procurement plans, staff development plans, quarterly recruitment plans,
quarterly leave plans, quarterly official mission plans, etc.
• Assist in project/programme planning, monitoring, and reporting in the Integrated
Planning, Management and Reporting (IPMR) system.
• Contribute to the collection and analysis of data and identification of
trends or patterns and provide draft insights through graphs, charts, tables
and reports using data visualization methods for data-driven planning,
decision-making, presentation and reporting.
• Document requirements and background information used for data analysis.
• Perform other work-related duties, as required.
Competencies
• Professionalism: Has knowledge and understanding of
theories, concepts and approaches related to administrative, financial, human
resources, travel and project management related fields. Has the ability to
generate reports and presentations that include graphs, maps and tables. Has
ability to analyze and interpret data in support of decision-making and convey
resulting information to management. Has a broad understanding of the UNODC
Eastern Africa region in its role in participation of UN reforms. Has knowledge
of the mandates of the United Nations Office on Drugs and Crime. 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.
• 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.
• 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 finance, business
administration, finance, accounting, economics or other related fields is
required.
Work Experience
·
A minimum of two years of
progressive responsible professional experience in administration, finance,
accounting, project/programme management and related fields is required.
·
Work experience with an
Enterprise Resource Planning (ERP) system, such SAP/Umoja, Inspira, and
Integrated Planning, Management and Reporting (IPMR) is desirable.
·
Experience in managing
grants specifically EU grants is desirable.
·
Experience in the use of
Microsoft power BI is desirable.
·
Work experience within
the United Nations system or a similar international organization is desirable.
·
Experience in data
analytics or related area is desirable.
Languages
English and French are the working languages of the
United Nations Secretariat. For this position, fluency in English, is required.
Knowledge of Swahili is desirable. Knowledge of another United Nations official
language is an advantage.
Assessment
Evaluation of qualified candidates may include an
assessment exercise and a competency-based interview.
Special Notice
Candidates for the National Professional Officer category
shall be of the nationality of the country where this position is located.
At the United Nations, the paramount consideration in the recruitment and
employment of staff is the necessity of securing the highest standards of
efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and
organizational needs. The United Nations is committed to creating a diverse and
inclusive environment of mutual respect. The United Nations recruits and
employs staff regardless of gender identity, sexual orientation, race,
religious, cultural and ethnic backgrounds or disabilities. Reasonable
accommodation for applicants with disabilities may be provided to support
participation in the recruitment process when requested and indicated in the
application.
The United Nations Secretariat is committed to achieving 50/50 gender balance
and geographical diversity in its staff. Female candidates are strongly
encouraged to apply for this position.
Education qualification exceeding the specified requirement of this job opening
including university degrees and certificates shall not give rise to additional
entitlements or benefits, or facilitate a move to the Professional category.
The movement of staff members from the General Service and related categories
to the Professional category in the United Nations Secretariat is exclusively
allowed through the Young Professionals Programme competitive examinations.
Only a few staff members pass the competitive examinations. Passing the
competitive examinations does not guarantee movement to the Professional
category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP
How to Apply
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.
