Individual Contractor (Administration & Logistics) at United Nations Office on Drugs and Crime (UNODC)

Specific tasks to be performed by the Individual Contractor (IC): Under the direct supervision of the Global Maritime Crime Programme Officer based in Nairobi, and with regular liaison with the National Programme Officer, the IC will perform the following tasks:

•  Support preparation, administration and logistics related to various national and regional capacity building activities, training workshops, meetings, conferences within the Global Maritime Crime Programme portfolio. Activities include:
•  drafting and sending out invitation letters and emails,
•  following up on the nomination process, updating participant registration forms, and assisting the administrative team with travel arrangements,
•  communication with participants on training venue, HR mini master forms and bank proof documents.
•  calculation of the adjusted Daily Subsistence Allowance for meeting participants
•  confirmation of goods received, or services delivered by contracted vendors
•  follow up on delivery note and Invoice from contracted vendors
•  review, follow up & submission of banking details from contracted vendors
•  review & submission of Invoice, delivery note, PO & ToR to Project Management Assistants
•  review of supporting documents, monitoring of payment Processing & submission
•  review and follow up of rejected payments with vendors and finance focal point
•  reviewing and updating of consultant and individual contractor terms of reference prior to submission for processing by the project management assistants
•  maintaining the GMCP IOW administration dashboard buy updating the budget master files for new and closed projects and staffing table.
•  documenting project activities e.g., taking pictures, video recordings of trainings/participant feedback to be used for reporting on project reports.
•  any other admin & logistics support as required.
•  Provide administrative support to relevant Global Maritime Crime Programme and consultants by compiling information on pre-workshop and end-of-workshop activities aimed at effective monitoring and evaluation as well as suggest areas of improvement, as required.
•  Provide administrative support to relevant Global Maritime Crime Programme and administration team in relation to the recruitment, coordination and conclusions of consultant engagements and contracts.
•  Provide administrative support to relevant Global Maritime Crime Programme and administration team in relation to the follow up on delivery note and invoices from vendors.
•  Provide administrative support to relevant Global Maritime Crime Programme and administration team in relation to obtaining vendor quotations, compiling of the LVA matrix, vendor registration, and banking details upload.
•  Support meetings/trainings/workshops/handover ceremonies and other events in UNODC/GMCP-IOW

Expected tangible and measurable outputs(s)/deliverable(s):

•  Logistical needs for each capacity building/training activity identified and supported
•  Various correspondences drafted and dispatched.
•  Effective and regular liaison with various stakeholders, including through correspondence, telephone and other media conducted.
•  Administrative and logistical support as well as regular updates to the respective GMCP Officers to plan and implement capacity building activities provided.

Qualifications/special skills

Academic Qualifications:

•  A high school diploma or equivalent is required.

Experience:

•  Minimum of 3 years working experience in administration and logistics support in programme management is required.
•  Prior working experience in finance, budget and procurement is desirable.
•  Experience in the United Nations and SAP is desirable

Language:

•  English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official United Nations Secretariat language is an advantage.