Administration Officer Job in Kenya – UN

 Job Title: Administration
Officer

Hiring Organization: UN-Habitat
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Not For
Profit Organisation
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 01/16/2024

The
United Nations Human Settlements Programme, UN-Habitat, is the agency for human
settlements. It is mandated by the UN General Assembly to promote socially and
environmentally sustainable towns and cities with the goal of providing
adequate shelter for all.

This
position is located in the Regional Office for Africa (ROAf). Under the direct
supervision of the Director, Management and Advisory Compliance Service (MACS),
the incumbent will be responsible for the following duties:

Responsibilities


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.

Defines
conditions of service, duties and responsibilities, and privileges and
entitlements under the Staff Rules and Regulations.

Budget
and Finance

Takes
the lead with respect to the preparation and implementation of the work
programme, in close collaboration with the Project Managers and with the
support of dedicated Programme Management Assistants (PMAs) based in ROAf
ensuring that financial resources are utilized to implement activities in
accordance with the Programme Budget and allotments issued.

In
close collaboration with the Programme Managers Monitors and reviews the
work programme and budget by conducting regular and special reviews to
assess progress of actual work versus the programme plan. Coordinates the
production of programme reports.

Defines
requirements and work with systems units with respect to improving budget
reporting systems and cost effective utilization of program resources.

Develops
procedures and implement same to ensure that accounting and financial
management controls are consistent with UN policy and practice.

Supervises
and/or provides guidance on financial administration and management
information issues and practices to colleagues in general and provides
supervision for the Programme Management Assistants (PMAs).

Provides
guidance and leadership to more junior staff working in the area of
administration and finance.

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.

General
Administration

Oversees
work related to procurement, billing and receipt of income from various
services, operational travel programme, procurement monitoring and
evaluation of vendor contracts/payment to vendors and individual
contractors for services.

In
coordination with country teams, reviews adequacy of office space
requirements.

Reviews
adequacy of departmental space requirements.

Oversees
the identification of office technology needs and maintenance of
equipment, software and systems, coordinating enhancements as necessary.

Performs
other related administrative duties, as required (e.g., monitoring
accounts and payment to vendors and individual contractors for services,
coordinates maintenance and verification of Supervises support staff as
required

Verifies
travel claims submitted for settlement and track outstanding payments.

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.

Performs
other related work as required.

Competencies

PROFESIONALISM:
Knowledge of administrative, budgetary, financial and human resources
policies and procedures. Ability to apply various United Nations
administrative rules and regulations in work situations. Conceptual
analytical and evaluative skills to conduct independent research and
analysis. Ability to identify issues, formulate opinions, make conclusions
and recommendations. The ability to analyze and interpret data in support
of decision-making and convey resulting information to management. 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.

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.

ACCOUNTABILITY:
Takes ownership of all responsibilities and honours commitments; delivers
outputs for which one has responsibility within prescribed time, cost and
quality standards; operates in compliance with organizational regulations
and rules; supports subordinates, provides oversight and takes
responsibility for delegated assignments; takes personal responsibility
for his/her own shortcomings and those of the work unit, where applicable.

Education

Advanced
university degree (Master’s degree or equivalent) in business or public
administration, finance, accounting, law or related area is required. A
first-level university degree in combination with two (2) years of
qualifying work 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 (5) years of progressively responsible experience in
administration, finance, accounting, human resources management or related
field is required.

Experience
with budgetary policies and practices, financial regulations and rules is
required.

Experience
using an Enterprise Resource Planning (ERP) system, such as SAP or an
equivalent, is required.

Experience
in drafting responses to audit queries is required.

At
least two (2) years of experience supervising support staff is required.

Two
(2) years or more of experience in data analytics or related area is
desirable

Experience
working in the United Nations common system or similar international
organization 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 another United
Nations language is a 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.

Click
Here To Apply

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