Administrative Analyst at

4 weeks ago

Nairobi, Nairobi Area, Kenya United Nations Office for Project Services (UNOPS) Full time
The United Nations Office for Project Services is an operational arm of the United Nations, dedicated to implementing projects for the United Nations System, international financial institutions, governments and other partners in the aid world

Summary Of Key Functions

Coordination and Management Support
Management of RO administrative services
Management of Regional Office premises
Knowledge sharing and information management
Coordination and Management Support
Support the coordination and delivery of corporate, cross-functional processes/initiatives.
Cooperate efficiently and effectively among different sub-teams to achieve results.

Research, review, analyze and summarize information for the Regional Director's briefings, ensuring the required quality and deadlines are met.

Prepare and maintain a register of minutes and decisions from Management Meetings with close progress monitoring to help ensure implementation of decisions.

Establish solid working relationships with senior leadership and other key stakeholders.
Support collection and analysis of data from the Region, HQ units, and RO Advisors for reporting on KPIs and the RO budget enabling ongoing decision-making
Collect input and feedback related to patterns of issues and inefficiencies to propose relevant processes and system improvements supporting change management
Manage the calendar of the AFR Regional Director arranging high-level meetings/visits

Attend select meetings and working groups to take notes, contribute to implementation, and provide feedback on the information in a concise manner.

Liaise with relevant stakeholders (field offices and HQ) for their inputs into joint projects, presentations, and missions ensuring inputs are provided in a timely manner.

Support drafting of internal communication on behalf of the RD when requested including routine correspondence to internal and external recipients.

Lead special projects managed by the Regional Office, as needed.
Management of RO administrative services
Upholding RO operations and supervision of the administrative team
Monitoring and analysis of administrative services and undertaking continuous improvement in policies, systems and procedures to ensure services are aligned with changing business needs, collaborating with region to drive the efficiency agenda

Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.

Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans
Preparation and monitoring of the teamwork-plans.

Supervision and guidance to the staff in the administrative team, including the drivers' team, handyman and administration personnel, for satisfactory performance and client-oriented services.

Ensuring management of office vehicles and transportation service, supervision of inventory and office assets, and delivery of logistical support from VIP meetings to travel
Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing)
Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.)
Management of UNOPS premises

Overall management of office premises; including negotiation of office lease renewal in consultation with the Regional Office/Multi Country Office management team.

Promotion of energy-saving and implementation of green office policy.
Coordinating and monitoring delivery/quality of procurement, cleaning, and maintenance work of the office and environment to ensure effective and efficient services be provided

Providing assistance to management on security-related issues, from maintenance of the BCP and preparation of quarterly Security Incident Reports to analysis and identification of issues for subsequent corrective action in liaison with relevant stakeholders.

Knowledge sharing and information management

Simplify and streamline processes and implement digital tools necessary for the proper functioning of the Regional Office, staying abreast latest technological developments.

Maintaining filing and UNOPS Staff List (including dependents) updated regularly.
Organization of training for the operations/projects staff on administrative-related topics.
Briefing/debriefing of staff members on issues relating to area of work
Sound contributions to knowledge networks and communities of practice.
Synthesis of lessons learned and best practices in administration.

Impact of Results

The key results have an impact on the overall efficiency of the office administration management and success in introduction and implementation of operational strategies.

Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensures client satisfaction and overall effective delivery of UNOPS programmes and projects.


Education/Experience/Language requirements:
Education

Bachelor degree (or equivalent) in Business or Public Administration, or related fields is required.

Experience

Two (2) years of experience at the national or international level in administrative management is required.

Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) is an advantage.

Language Requirements

Fluency in written and oral English and the language of the duty station required.
Knowledge of a second UN working language is desirable.

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