Programme Assistant Job in Kenya – UN

Responsibilities

The incumbent will provide
day-to-day administrative support to programme activities of the Hub related to
preventing and combating corruption. Within assigned authority, the incumbent
will be responsible for the following specific duties:  

Provide
assistance in support of the Hub, programme and project planning and
implementation activities/processes.

Research,
compile, analyse, summarize, and present basic information/data on specific
programmes/project and related topics.

Assist
in the coordination of programme/project planning and preparation; monitor
status of programme/project proposals; take necessary action to ensure project
documents are completed and distributed to relevant parties for approval.

Serve
as focal point for administrative coordination of programme/project
implementation activities, involving extensive liaison with diverse
organizational units to initiate requests, obtain necessary clearances, process
and follow-up on administrative actions, e.g., recruitment and appointment of
personnel, travel arrangements, training/study tours, authorization of
payments, disbursement of funds, procurement of equipment.


Assist
in the recruitment process and monitoring of contracts for long- and short-term
staff, as well as technical assistance personnel, as required for effective
project/programme implementation. Organize and deliver training of the newly
recruited staff according to the office and staff needs.

Draft
correspondence and communications related to the Hub and programme/project
administration and implementation.

Provide
support with respect to the review, analyses and preparation of the medium-term
plan and its revisions.

Prepare
supporting documents (narrative and supporting tables) with respect to
finalization of cost estimates and budget proposals, in terms of staff and
non-staff requirements.

Assist
in the elaboration of resource requirements for programme/project budget
submissions, including reviewing cost plans/budgets for completeness and
compliance with relevant rules and procedures and identifying inconsistencies
prior to submission for approval and signature.

Monitor
expenditures and compare with approved budget; prepare adjustments as
necessary; review budget revisions; verify availability of funds; ensure
necessary approval and entry in computerized budget system. 

Review
requisitions for goods and services to ensure (a) correct objects of
expenditure have been charged, and (b) availability of funds.

Assist
with the preparation of budget performance submissions and finalization of
budget performance reports, analyzing variances between approved budgets and
actual expenditures; prepare and update periodic reports, briefing notes,
graphic and statistical summaries, accounting spreadsheets, etc.

Monitor
integrity of various financial databases.

Verify
accuracy of input data, ensuring consistency of data in previous allotments to
new allotments issued.

Co-ordinate
with all project staff on related issues during preparation of expenditure
reports.

Review,
analyse and process payments to third parties, commercial entities and
individuals.

Ensure
that the asset register is accurate and up to date; review the asset register
and make necessary adjustments as required; carry out annual asset verification.

Generate
a variety of standard statistical and other reports, work orders, etc., using
various databases including SAP/UMOJA and IPMR.

Compile,
summarize and enter data on project delivery; draft related status reports,
identifying shortfalls in delivery, budget overruns, etc., and bring to the
attention of management.

Keep
up to date on documents/reports/guidelines that have a bearing on matters
related to the Hub, ensuring compliance with intergovernmental recommendations
and decisions as well as with United Nations policies and procedures.

Maintain
and keep up-to-date files.

Provide
general office assistance; respond to complex information requests and
inquiries; review, log and route incoming correspondence; set up and maintain
files/records.

Support
the organization of meetings, workshops and trainings through (among others)
budgeting, procurement of services, hotels, catering, arranging travels and
booking tickets for participants.

Assist
with the collection and analysis of data as well as preparation of data
presentations and reports for information sharing, responding to queries,
knowledge management, planning and decision making.

Assist
with visualizations and updating information material such as web pages or
brochures. 

Perform
other work-related duties as assigned.

Qualifications

Education

High
school diploma or equivalent is required.

Work Experience

A
minimum of seven years of experience in administrative services, programme
support and administration, is required. The minimum number of years of
relevant experience is reduced to five for candidates who possess a first-level
university degree or higher.

Experience
in budget, accounting, and in programme management or related areas is required.

Work
experience with organizing workshops and trainings is required.

Work
experience with an Enterprise Resource Planning (ERP) system is required.

Work
experience with SAP/Umoja is desirable.

Experience
in financial analysis and budget monitoring is desirable.

Work
experience within the United Nations system or similar international
organization is desirable.

Languages

English
and French are the working languages of the United Nations Secretariat. For the
post advertised, fluency in English is required. Knowledge of another United
Nations official language is an advantage.

How To Apply

Click Here To Apply

Apply
before or on Feb 16, 2024

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