Job Title: Admin Associate
Hiring Organization: UNHCR
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 02/01/2024
The
Administrative Associate is responsible for the office management in assisting
the concerned manager in the implementation of general administrative and
resource management tasks.
The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization.
All UNHCR
staff members are accountable to perform their duties as reflected in their job
description. They do so within their delegated authorities, in line with the
regulatory framework of UNHCR which includes the UN Charter, UN Staff
Regulations and Rules, UNHCR Policies and Administrative Instructions as well
as relevant accountability frameworks. In addition, staff members are required
to discharge their responsibilities in a manner consistent with the core,
functional, cross-functional and managerial competencies and UNHCR’s core
values of professionalism, integrity and respect for diversity.
Duties
Assist
the supervisor in the provision of resources (human, material and services)
necessary to support the day-to-day activities of the staff in the office.
Assist
the supervisor in ensuring the UNHCR Office premises provide a healthy, safe
and respectful working environment.
Provide
administrative support in the areas of finance, administrative and human
resources as well as up to date and accurate data and records in MSRP and other
systems.
Provide
interpretation of administrative rules, regulations and procedures. Perform
personnel work including processing of entitlement, issuance of contracts
maintenance of various personnel records and files.
Assist in
the recruitment of General Service staff for non-specialized work including
evaluating candidate applications, administering recruitment exams if
applicable, conducting preliminary interviews of candidates; assign General
Service staff to meet work requirements.
Collect
information and assist in conduct of surveys on local cost of living, daily
subsistence allowance criteria, local salaries for office and servicing staff,
house rentals.
Brief
international personnel on general administrative matters relating to visas,
licences, security; provide advice and ensure administrative support as
required.
Arrange
for and/or attend meetings on day-to-day administrative matters, participate in
discussions of new or revised procedures and practices, interpret and assess
the impact of changes and make recommendations for follow-up action.
Prepare,
on own initiative, correspondence, reports, evaluations and justifications, as
required, on general administrative or specialized tasks which may be of a
confidential nature within the assigned area of responsibility.
Assist in
the preparation of office budgets applicable to staff and servicing costs and
maintain necessary budgetary control records.
In
addition to general administration responsibilities, may also supervise
directly or indirectly, activities concerned with office and grounds
maintenance, security, transport and similar services.
Arrange
for requisition of office supplies and equipment and arrange for control of
distribution and maintenance of appropriate inventory records.
Support
the identification and management of risks and seek to seize opportunities
impacting objectives in the area of responsibility. Ensure decision making in
risk based in the functional area of work. Raise risks, issues and concerns to
a supervisor or to relevant functional colleague(s).
Perform other related duties as required.
Minimum
Qualifications
Education
& Professional Work Experience
Years of
Experience / Degree Level
For G6 –
3 years relevant experience with High School Diploma; or 2 years relevant work
experience with Bachelor or equivalent or higher
Desired
Candidate Profile
Under the
direct supervision of the Administrative Officer, who defines general work
objectives and provides necessary advice and guidance, the candidate will
assist with the arrangement and follow up on the staff movements inside and
outside Sub Office Dadaab on missions, training, leave, etc., booking flights
and arranging airstrip pick up in coordination with the Radio room.
The
candidate will use Cloud ERP for processing requisitions, raising invoices,
travel requests, travel advances and claims, as well as generating monthly,
annual, and ad-hoc reports for appropriate decision making by the office.
The
candidate will supervise the transport unit, coordinating drivers and vehicle
assignments. Under the guidance of the Associate Compound Manager; the
candidate is expected to assist in accommodation bookings and invoicing using
the booking hub and following up on the rental charges.
The
candidate will be responsible for the billing and invoice in Cloud ERP for
accommodation charges for staff members (International, national, and Affiliate
Workforce) and recoveries in MODE. Additionally, the candidate will assist with
creating new vendors, raising requisitions, and conducting low value
procurement.
The
candidate will perform backup supervisory functions for the compound
contractors (cleaning, A/C service, refuse collection, among others). The
candidate will assist in the implementation of the Admin Instruction on
accommodation provided in the field, ensuring that all users sign the rental
agreements, and other procedures followed.
Required
languages (expected Overall ability is at least B2 level):
Nature
of Position:
The
incumbent of this position will be responsible to oversee general cleanliness
and lighting of pathways in the compound including proper waste disposals,
backfilling of used latrines, emptying septic tanks, demolition of dilapidated
structures and coordinate the fumigation exercise (spraying of mosquitoes and
insects, clean maintenance of slaughter slabs and repairs of the kitchens);
Compound
Inventory: Responsible for records keeping, data management, file management
and for producing statistics on covered subjects;
Establish
an efficient system of allocating accommodation and meeting venues to staff and
visitors by managing the reservations booking, reception and payment
arrangements;
Ensure
that the accommodation, including laundry and all lodging facilities are
maintained to a UNHCR standard and are kept clean on daily basis, replaced and
repaired;
Oversee
all compound activities and movements in close coordination with security unit
and supervise service providers and work of ground staff, review their
functions and contracts, and prepare their performance appraisals for approval;
Ensure
emergency equipment such as fire extinguishers, emergency alarm and emergency
medical kits are updated and accessible to all guests and visitors;
In
consultation with the Admin Officer, supervise and evaluate the
contractors/service providers engaged in the compound for tasks such as
Cleaning, Garbage disposal, Sewage exhausting services, Fire Extinguishers, AC
Maintenance and minimum renovation works.
Follow up
on compound repairs and renovations by supervising the compound Plumber,
Carpenter, Masonry and Electrician.
Receive
and inspect items ordered through admin for use in the compound to match the
specifications
Living
and Working Conditions:
Dadaab
refugee complex is among the oldest and biggest refugee operations since 1991
following the refugee influx with eruption of the civil war in Somalia and at
the peak of displacement in 2011-2012 the camps had more than 460,000 refugees.
These refugees are hosted in 3 camps (Ifo,
Dagahaley
and Hagadera) which are in close proximity, in Fafi and Dadaab sub counties of
Garissa County, in the remote north eastern region of
Kenya
bordering Somalia.
