|Posting Title:||ADMINISTRATIVE OFFICER, NO-C, NOC|
|Job Code Title:||ADMINISTRATIVE OFFICER|
|Department/Office:||United Nations International Strategy for Disaster Reduction Secretariat|
|Posting Period:||27 July 2018 – 25 August 2018|
|Job Opening Number:||18-Administration-UNISDR-100692-R-Nairobi (X)|
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNISDR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNISDR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNISDR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyses action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.
The position is located in UNISDR Regional Office for Africa in Nairobi, Kenya. The Administrative Officer reports to the Chief of the Regional Office.
Within delegated authority and under the supervision of the Chief of Office, the Administrative Officer will be responsible for the following tasks:
– Supervises and provides guidance on financial, administrative issues and practices to colleagues; prepares and updates regularly the regional office’s cost plan; coordinates and prepares budget updates for ongoing projects; reviews and analyses expenditures, in close collaboration with the Budget and Finance unit in Geneva; Identifies issues and proposes corrective action. Oversees the review of unliquidated obligations for the regional office. Oversees the preparation of vendor profiles in Umoja and requisitioning for purchases up to 10,000 USD for the regional office and liaison offices in the region, the preparation of service entry sheets, and vendor and service provider’s payments; Reviews bills to service providers and vendors, including utility bills.
– Develops the work programme of the administrative unit – determining priorities, and allocating resources for the completion of outputs and their timely delivery, setting clear targets and indicators for his/her unit, and supervising and monitoring performance of the unit and staff against these targets. Ensures that the outputs produced by his/her unit maintain high-quality standards and reflect a strong client orientation. Gathers and documents regular and systematic feedback from clients, and proposes corrective action to address identified gaps and challenges. Acts as the region’s’ reference point on all administrative matters including travel, human resources, procurement, finance and budget. Provides advice to staff and management in the office on matters related to administration, by liaising with the Resource Planning and Management Section in Geneva, as needed. Contributes to Standard Operating Procedures (SOPs) developed by the Resource Planning and Management Section and ensures that SOPs are circulated and understood by staff members in the regional office. Liaises with internal and external partners on matters related to administration, human resources, procurement, finance and budget, as per delegated authority; collaborate with UNDSS and the Chief/Deputy Chief of Office to ensure that MOSS compliance is implemented and adhered to by the regional office.
– Oversees the organization of meetings and conferences in the region including by ensuring that events undertaken by the regional office at the national level are effectively carried out in cooperation with administrative and finance partners located in United Nations Resident Coordinators’ offices. Oversees the registration of meeting participants, including in UMOJA, including travel and related-expense reports, and the logistics surrounding the organization of meetings and conferences (room booking, invitations, security, visas, protocol, hospitality…etc); oversees identification of IT needs and maintenance of equipment, software and systems
– Works closely with the Human Resources Unit in Geneva to ensure efficient management of human resources, including staff, consultants and other non-staff resources. In particular, oversees the drafting of job descriptions for new positions for review by the Human Resources Unit in Geneva and assists the hiring managers with the recruitment in Inspira for staff, consultants and interns. Conducts the induction of new staff members at the regional level including the provision of office equipment, ID, visas, work permit, etc. and relevant databases/emails accesses. Provides guidance to staff members on benefits and entitlements, contractual status, performance management and staff development. Raises shopping carts for consultants and ICs in UMOJA. Monitors the contracts of staff members and consultants in the region and liaises with the Human Resources Unit in Geneva to request extensions and/or separations, as needed. Oversees the separation and clearance process of staff members in the region. Assists with the monitoring of performance management compliance and with career support and staff development through reporting training attendance for staff in the region, including the mandatory UN training courses.
– In close cooperation with the Administrative management unit in Geneva, is responsible for all activities related to the opening and closing of offices and presences in the region, as needed; Drafts and reviews the local contracts including MoUs with service providers, contracts for cleaning services, IT support, photocopier, printing, etc. in line with the UN rules and standard practices; Oversees records management in the regional office; Review the contract-related invoices before approval by the Chief of Office/Deputy Chief of Office and payment by the Finance and Budget unit in Geneva. Ensures there is an updated travel guide available for duty stations in the region including all relevant information.
– Oversees the implementation and compliance with UMOJA processes in the region. Provides guidance, training and UMOJA assistance to staff members on issues related to log-in, the processing of their benefits and entitlements in Employee self-service, travel administration, finance and procurement processes. Focal point for UMOJA role mapping in the region.
– May be asked to perform other related duties.
– 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.
– 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.
-Works collaboratively with colleagues to achieve organizational goals
-Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others
-Places team agenda before personal agenda
-Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position
-Shares credit for team accomplishments and accepts joint responsibility for team shortcomings
-Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
-Establishes and maintains productive partnerships with clients by gaining their trust and respect
-Identifies clients’ needs and matches them to appropriate solutions
-Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
-Keeps clients informed of progress or setbacks in projects
-Meets timeline for delivery of products or services to client
Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of 5 (five) years of progressively responsible experience in finance, administration, human resources, procurement or related field is required. Experience working with ERP systems is required.
English and French are the working languages of the United Nations. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is desirable.