Administrative Officer at Office of the Special Envoy of the Secretary

This position is located in The Office of the Special Envoy of the Secretary-General for the Great Lakes Region and is based in Nairobi. The Administrative Officer will report to the Senior Programme Management Officer.

Responsibilities

Within delegated authority and under the supervision of the Senior Programme Management Officer, the Administrative Officer will be responsible for the following duties:

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, UNVs, Contractors and Consultants. 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

• 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.
• Provides support in preparing agreements and arrangements for funding and collaboration with other UN organizations, potential donors, beneficiaries, and host countries.
• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. In collaboration with the Finance and Budget Officer, coordinates the production of programme and donor reports.

General Administration

• Provides overall administrative assistance to the Office for the preparation, conduct and follow up on all official mission travel and supports the planning and organization of high-level meetings and events in Nairobi and other locations.
• Drafts guidelines, reports, and correspondence on a wide range of issues and ensures adherence to relevant UN rules and regulations and policies.
• Provides advice and assists supervisors in areas of problem solving, dealing with ad-hoc issues that arise, and undertakes tasks and special projects.
• Liaises with local authorities, UNON, RSCE, UN Agencies Funds and Programmes or other parties on behalf of Office.
• Represents the Office at regular meetings with UN Agencies on common services issues
• Reviews audit observations submitted and drafts appropriate responses in consultation with the Senior Programme Management Officer
• 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
• Reviews adequacy of Office space requirements
• Oversees the identification of office technology needs and maintenance of equipment, software, and systems, coordinating enhancements as necessary.
• Performs other duties, as assigned.

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.
• 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.
• 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

• An advanced university degree (Master’s degree or equivalent degree) 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.

Job Specific Qualification

• Successful completion of degree or 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, human resources management, procurement, project or programme management or related area is required.
• Out of the five years, a minimum of three (3) years of experience working within the UN common system, or other similar international organizations is desirable.
• Experience with the UN administrative policies and practices, staff and financial rules and regulations, staff and non-staff selection systems, managing staff tables, or similar human resources management is required.
• Experience working with UMOJA is desirable.
• Experience with rapid deployment and support to personnel on extensive mission travel is desirable.

Languages

• 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.