Job Title: Admin
Hiring Organization: UNHCR
Location – Locality: Nairobi
Location – Region: Kenya
Job Type: Full
Date Posted: 02/01/2024
Organizational Setting and Work Relationships
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.
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.
the supervisor in ensuring the UNHCR Office premises provide a healthy, safe
and respectful working environment.
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
interpretation of administrative rules, regulations and procedures. Perform
personnel work including processing of entitlement, issuance of contracts
maintenance of various personnel records and files.
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.
information and assist in conduct of surveys on local cost of living, daily
subsistence allowance criteria, local salaries for office and servicing staff,
international personnel on general administrative matters relating to visas,
licences, security; provide advice and ensure administrative support as
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.
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.
the preparation of office budgets applicable to staff and servicing costs and
maintain necessary budgetary control records.
addition to general administration responsibilities, may also supervise
directly or indirectly, activities concerned with office and grounds
maintenance, security, transport and similar services.
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.
& Professional Work Experience
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
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.
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.
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.
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
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.
languages (expected Overall ability is at least B2 level):
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);
Inventory: Responsible for records keeping, data management, file management
and for producing statistics on covered subjects;
an efficient system of allocating accommodation and meeting venues to staff and
visitors by managing the reservations booking, reception and payment
that the accommodation, including laundry and all lodging facilities are
maintained to a UNHCR standard and are kept clean on daily basis, replaced and
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;
emergency equipment such as fire extinguishers, emergency alarm and emergency
medical kits are updated and accessible to all guests and visitors;
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.
on compound repairs and renovations by supervising the compound Plumber,
Carpenter, Masonry and Electrician.
and inspect items ordered through admin for use in the compound to match the
and Working Conditions:
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,
and Hagadera) which are in close proximity, in Fafi and Dadaab sub counties of
Garissa County, in the remote north eastern region of