The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON performs representation functions with permanent missions, the host government and governmental and non-governmental organizations in Nairobi. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).
The position is in the Office of the Director, Division of Administrative Services (DAS) at the United Nations Office Nairobi (UNON). The position supports the Director in the planning, execution, monitoring and evaluation of the business functions of UNON. The position reports directly to the Director.
Responsibilities
Within delegated authority, the Administrative Officer will contribute to the effective direction of the activities of DAS by providing direct support to the Director in the performance of his/her executive functions. The position is required to ensure that there is an orderly and transparent flow of information from the Office of the Director to managers and staff at large and vice- versa. The focus is to create an environment where interested parties are kept abreast of developments at the executive level, where executive decisions are based on solid facts and where all DAS staff are able to contribute to, and enhance, the work of the division.
The Administrative Officer will be responsible for performing the following functions:
1. Support the work of the Director in the area of management/administrative reform, including in the preparation, and coordination, of UNON inputs on innovation, global service delivery, restructuring, the simplification and streamlining of administrative processes and the implementation of Enterprise Resource Planning (ERP) system extensions.
• Initiate and coordinate meetings on the above within UNON/DAS and liaise with staff and management at UN headquarters and other Offices-Away-from-Headquarters (OAHs), the Office of the Director General (ODG) and other UNON divisions and services;
• Provide expert advice, research, consult and prepare correspondence, proposals, comments, talking points and briefings relating to management and administrative reform issues for the Director/DAS and/or the Director General /UNON;
• Produce major/complex reports for management, and handles specific policy and managerial issues assigned by the Director, and discusses them with relevant parties (services & sections) and contribute to recommendations/actions to be taken.
2. Coordinates the preparation, management, monitoring and reporting of the annual work program for UNON/DAS:
• Lead, oversee and coordinate the delivery of work priorities and objectives, bring discrepancies to the attention of the Director and coordinate remedial action as appropriate;
• Monitor and control change-management, infrastructure and other large scale UNON improvement projects and keep the Director informed of the status of these projects;
• Serve as the UNON/DAS events coordinator and as the Director’s focal point for UNON/DAS support to the meetings and events of UNEP, UN-Habitat and other clients;
• Perform the function of Secretary to Service and Extended Chief’s meetings, and coordinate meetings and consultations with the Nairobi Staff Union;
• Support the Director with senior level recruitment at the Service-Chief level within UNON/DAS.
3. Coordinate the acquisition, analysis and presentation of information relating to the management of UNON/DAS:
• Review post incumbency reports for purposes of vacancy management and staffing table control;
• Review training, travel and other cross-cutting budgetary allocations, prepares plans for the Director’s approval, identifies deviations from plans and proposes corrective measures;
• Establish quality-control mechanisms, initiate and conduct studies to improve reporting systems and cost-effective utilization of resources, and leads the implementation of multi-disciplinary projects related to administrative areas;
• Coordinate and supports the Director in communication with UNON/DAS staff and external constituencies;
• Represent the office as the primary ERP Security Liaison Officer (SLO) for UNON/DAS and supervises the work of secondary SLOs.
4. Perform other relevant duties as designated by the Director, UNON/DAS.
Competencies
• PROFESSIONALISM: 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.
• TEAMWORK: 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.
• CLIENT ORIENTATION: 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.
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 additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of seven (7) years of progressively responsible experience in administrative service delivery, change management, budget, human resources management, procurement, facilities, logistics or related field, is required.
Complex project management, events coordination experience, and familiarity with program support operations in an Enterprise Resource Planning (ERP) system environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Knowledge of other UN official languages is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Initial appointment against this post is for a period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.
Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
Individual contractors and consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for professional and higher temporary or fixed-term positions and their applications will not be considered.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
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