Administrative Officer, P3 at United Nations Environment Programme (UNEP)

This post is located within Facilities Management and Transportation Section (FMTS), Central Support Services, Division of Administrative Services, UNON. This position reports directly to the Deputy-Chief, Facilities Management & Transportation Section.

Within delegated authority, the Administrative Officer will be responsible for management and oversight of the section’s provision of facilities, logistics and commercial services at the United Nations Office at Nairobi (UNON), and as such apply professional expertise in the performance of the following duties:

Responsibilities

General Administration:

• Ensures appropriate oversight, contract management, coordination, monitoring, and mechanisms for provision of services related to logistics comprising official transport, staff bus, shuttle, taxi, car hire, electric vehicle fleet services and associated client booking, vehicle tracking, garage servicing and maintenance services.
• Ensures appropriate oversight, coordination and mechanisms for facilities and logistics related events management services, including facilities/ premises, catering and transport provision for conferences, meetings, and events.
• Ensures appropriate oversight, contract management, monitoring, and mechanisms for provision of services related to catering and food services, commissary, fuel station, and recreation center premises and operations.
• Applies industry sector knowledge, management experience and expertise to research and strategically augment and expand client services offerings, in line with industry best practice, procedures and level of demand related to catering, hospitality, staff transport, events and customer goods and services, and with keen focus on environmental sustainability and compliance with the section’s environmental management system targets/ objectives.
• Manages all section client/ customer interface mechanisms, including implementation of appropriate client relationship management communications for all services, coordination of periodic client satisfaction surveys, and provision of training and support to the facilities, logistics and commercial services staff in appropriate customer service relations.
• 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.

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.
• Supervises, guides and motivates section staff, and ensures cross functional training and opportunities in varied roles/ responsibilities to support strategic business and operational objectives.

Budget and Finance:

• Inputs into section multi-year plans and budgeting activities with respect to preparation and implementation of the respective unit’s work programme, ensuring that financial resources are sufficient to implement activities in accordance with the strategic and programme/ operational business plans, including preparation of client services projections, services rate cards, financing mechanisms and associated billing modalities.
• Monitors and reviews the unit’s work programme and budget by conducting regular and periodic reviews to assess progress of actual work versus programme/ operational business plans. Coordinates the production of programme reports.
• Defines requirements and work across the respective unit’s operations with respect to improving budget/ financial reporting systems, cost-effective utilization of program resources and safeguarding of program assets.
• Develops procedures and implements the same to ensure that accounting and financial management controls are consistent with UN policy and practice, including necessary controls to avoid potential fraud such as computerised client booking, tracking, and billing systems, random checks, and monitoring of duty-free consignments.
• Supervises and/or provides guidance on financial administration and management information issues and practices, including cost recovery mechanisms for the respective unit’s facilities, logistics and commercial services including review of sales reports provided by service providers related to administrative fees, and processing of facilities/ premises rental and utilities charges.
• Inputs into and manages all audits related to the respective unit’s services.
• Performs other related work as required.

Competencies

• PROFESSIONALISM: Knowledge of and ability to manage multiple complex and or diverse facilities, logistics and commercial services. 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 evaluate 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 AND 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

• Advanced university degree (Master’s degree or equivalent) in business administration, economics, commerce, hospitality, logistics 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.
• 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 years of progressively responsible experience in business administration, commerce, hospitality, logistics or related field is required.
• Experience in managing facilities, logistics and commercial services including the areas of transport, catering, hospitality, supply chain or related field is desirable.
• Experience within an international business environment is desirable.
• Experience with events management is desirable.
• 2 years or more of experience in data analytics or related area is desirable

Closing: 12 November 2022