Administrative Officer

4 weeks ago

Nairobi, Nairobi Area, Kenya UN-Habitat Full time

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.

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