Current Opportunities at United Nations Office at Nairobi (UNON)

Responsibilities

BUDGETING:

• Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

ACCOUNTING:

• Creates accounts payable financial documents in line with the financial rules and regulations.
• Reviews and analyses of various accounting data, financial statements input and preparation of reports.
• Prepares supporting financial documents and ensures completeness, accuracy and validity of requests in line with applicable policies, procedures, rules and regulations before submission to Supervisor.
• processes accounting adjustments and corrections in line with requests submitted by Clients and approved by the Supervisor.
• Analyses and clears open item managed accounts (OIM) in the ERP system (Umoja), initiate and coordinate corrective follow on action.
• Performs reconciliation of general and sub ledger accounts and clears suspense accounts.

PAYROLL AND BENEFITS ADMINISTRATION:

• Performs Payroll comparison and data validation of simulation runs (in HANA Payroll Analysis Tool); Prepares Payroll data for monthly mass upload files (direct payroll deductions/payments).
• Audits various accounting transactions, e.g., payroll, education grants, final payments, income tax returns, etc. to ensure correctness of disbursement and adherence to relevant staff rules, financial regulations and rules, ST/AI issuances or practices.
• Provides information to Pension Fund participants and beneficiaries on participation entitlements and benefits and prepares year end pension schedules for financial statement reporting;
• Monitors all insurance transactions including those involving participants on non-Headquarter payroll but covered under Headquarters insurance plans.
• Monitors all insurance transactions including those involving participants on non-Headquarter payroll but covered under Headquarters insurance plans.

GENERAL:

• Keeps up to date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
• Maintains and keep up-to-date files.
• May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility.
• Performs other related duties, as assigned.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Perform other related duties, as assigned.

Competencies

• PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment; Knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance and budget functions; 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; Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

• Completion of secondary education/ high school diploma is required. Supplemental courses/ training in finance, administration, project management or related field is desirable. A recognized accountancy qualification (e.g. Certified Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA), Chartered Institute of Public Finance Accountants (CIPFA) is desirable.

Work Experience

• A minimum of seven years (7) of experience in finance, budget or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Experience with the Human Capital Management (HCM) module of SAP, PeopleSoft, or similar ERP system is required. Experience in processing payroll in an international organization is desirable. Experience working with a large global organization's systems and procedures is desirable. One (1) year or more of experience in data analytics or related area is desirable.

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Responsibilities

• Under the direct supervision of the Chief, the incumbent is expected to perform the following duties:

BUDGETING:

• Preparation of cost estimates and budget proposals in terms of staff and non-staff requirements for regular budget and extra-budgetary resources under UNON Administration.
• Monitor budget implementation and performance and recommend reallocation of funds as necessary.
• Ensure that requisitions for goods and services are in line with authorized budgets, the priorities of the organization and the UN financial rules and regulations.
• Review requests for creation and extension of positions as well as requests for recruitment.
• Assist in the execution of cost recovery in line with established agreements and policies and support on the collection of associated receivables.
• Perform certifying functions of financial transactions as per delegation.

ACCOUNTING:

• Responsible for the processing of financial documents in line with the financial rules and regulations.
• Review and analysis of various accounting data, financial statements input and preparation of reports.
• Scrutinize supporting documents for completeness, accuracy and validity of requests in line with applicable policies, procedures, rules and regulations.
• Verify accuracy of postings and process corrections as appropriate.
• Analyze and monitor Open Item Managed accounts (OIM) in the Enterprise Resource Planning (ERP) system (Umoja) and initiate corrective action.
• Perform approval functions of financial transactions as per delegation.

PAYROLL AND BENEFITS ADMINISTRATION:

• Performs Payroll comparison and data validation of simulation runs (in HANA Payroll Analysis Tool); Prepares Payroll data for monthly mass upload files (direct payroll deductions/payments).
• Audits various accounting transactions, e.g., payroll, education grants, final payments, income tax returns, etc. to ensure correctness of disbursement and adherence to relevant staff rules, financial regulations and rules, ST/AI issuances or practices.
• Provides information to Pension Fund participants and beneficiaries on participation entitlements and benefits and prepares year end pension schedules for financial statement reporting.
• Monitors all insurance transactions including those involving participants on non-Headquarter payroll but covered under Headquarters insurance plans.
• Serve as Lead Payroll Processor in approving off cycle requests and payroll - Education Grant advances, Salary advances, Assignment and Relocation grants etc.
• Serve as Lead Payroll Processor in running the monthly payroll and correction payroll and ensure the completeness and correctness of the payroll posting.
• Performs supervisory functions as team leader and First Reporting Officer (FRO).

GENERAL:

• Prepare and analyze reports with a view to identify anomalies and unusual trends and recommend corrective action as appropriate.
• Perform data extraction and prepare various reports for management review.
• Respond to queries and draft correspondence in relation to budgetary and financial matters from management, clients (internal and external), auditors and other stakeholders.
• Ensure that accurate and complete accounting; reporting and internal control systems are functioning.
• Ensure that all relevant records and audit trails are maintained.
• Act as team leader and provide day to day management and supervision, training and guidance to other General Services staff.
• Assist in the planning of unit and team staff work plans, monitor and report performance against the plans.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Knowledge retention and quality assurance focal point for the team.
• Performs other related duties as required by Section or Unit Chief.

Competencies

• PROFESSIONALISM: Knowledge of and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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. Committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• 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

• A high school diploma or completion of secondary school is required. Supplemental courses/ training in finance, administration, project management or related field is required.

Job - Specific Qualification

• A recognized accountancy qualification (e.g. Certified Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA), Chartered Institute of Public Finance Accountants (CIPFA) is desirable.

Work Experience

• A minimum of Ten (10) years of working experience in payroll, finance, budget or related area is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level University degree. Experience with the Enterprise Resource Planning (ERP) and finance system such as Oracle or SAP is desirable. Knowledge and experience with processes of payroll management is desirable. Experience with International Public Sector Accounting Standards (IPSAS) is desirable. Experience with integrated business processes, data analytics and reporting is desirable.

Deadline : May 13, 2024

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Responsibilities

General Administration

• Provide various administrative support in managing the day-to-day operations of the Travel, Shipping and Visa Unit.
• Handle incoming and outgoing correspondence, draft routine correspondence according to the United Nations standards; prioritize and follow up on pending actions.
• Screen telephone calls as well as visitors and answer queries with discretion.
• Disseminate information of matters related to Travel, Shipping and Visa office to all entities via Iseek and internal broadcast.
• Drafts routine correspondence signature by the Chief of the Unit.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Maintain records for the Unit's time and attendance and performance appraisal.
• Prepare annual leave schedules for approval by Chief of Unit.
• Performs other related administrative duties, as required, e.g., Maintaining a team training calendar; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems.
• Reviews requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds with accordance with approved plan.
• Assists in creating approved requisitions by obtaining requirements/ specifications and quotations. Raising shopping carts for goods/stocks/ services.
• Assist in the issuance of stationery items and maintains inventory of records for items issued to staff members.
• Performs other related administrative duties, as required, e.g., monitoring accounts and payment to vendors and individual contractors for services this includes, among other things, calculating, inputting, and checking payments for correctness and communicating discrepancies to supervisors.
• Perform functions of the Administrative Assistance Visa as a back-up during their absence. DSA administration
• Act as focal point to coordinate the collection of hotel data with UN Agencies (funds and programmes in Kenya.
• Compile and present the data in the format required by ICSC for the annual review of Daily subsistence Allowance (DSA) rates in Kenya.
• Visit new hotel or requested premises to ensure quality and standards related to UN rates compliance.
• Negotiate deal and special hotel rates for broadcasting.
• Maintain an up-to-date list of hotels and hospitality establishments rates in Nairobi, via direct communication with the hotels and the establishments for clearance and approval by DSS.
• Coordinates extensively with other service units internally and at the United Nations Headquarters. Shipping and Contract Administration
• Review shipment requests in Umoja to ensure conformity with applicable rules.
• Co-ordinates arrangements for removal of personal effects for staff members worldwide including registering shipments and insurance coverage, insurance claims and reviewing invoices.
• Coordinate entitlement shipment request through various vendor platforms.
• Approves shipment authorizations in Umoja.
• Ensure that all staff member's personal effects are insured through Travel and Transportation Section, UNHQ.
• Process all invoices related to the entitlement shipment.
• Liaise with Host Country, Procurement Unit, Receiving and Inspection Unit and the clearing agents to improve service delivery.
• Ascertain that all incoming shipping documents are complete for onward process at the Host Country Office.
• Ensure shipping agents receives the approved PRO 1B for processing clearance of official consignment.
• Monitor’s status of incoming shipments through the weekly status.
• In-put shipping data and provide statistical reports.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Monitor contract terms vendor NTE and vendor performance.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. Human Resources Management
• Initiates, processes, monitors, reviews and follows up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Keeps track of vacancy announcement files.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties of the unit as assigned.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions and database management, etc. Ability to apply knowledge of various United Nations administrative rules and regulations in work situations. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• 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

• Completion of high school diploma or equivalent is required. Supplementary training in a field relevant to Administration is desirable.

Work Experience

• A minimum of five (5) years of experience in administrative services, general support services and related field is required. The minimum years of relevant experience is reduced to three (3) year for candidates who possess a first-level University degree. Experience working with an Enterprise Resource Planning (ERP) system is required. Experience using Microsoft applications (Word, Excel, Access, PowerPoint) is desirable. Experience in recruitment portals (Inspira or similar systems) is desirable. One (1) year or more of experience in data analytics or related area is desirable.

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Responsibilities

• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings. Upon request, generates reports, work orders, service requests (SRs), etc., using Unite iNeed system. Responds to moderately complex information requests and inquiries, creates iNeed service requests (SRs) as appropriate and assigns inquiries to appropriate HRMS personnel for further processing.
• Performs a wide range of office support and administrative functions. Drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. Monitors processes and schedules related to the unit's outputs, products, tasks, etc.; assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with requirements UN Rules and Regulations, Administrative Instructions, Information Circulars, SG Bulletins, UN correspondence manual, verbal and written instructions from the supervisor, established procedures/guidelines. The incumbent is expected to exercise sound judgement on the best way to complete a task. He/she may propose internal guidelines.
• Assists in the preparation of presentation materials using appropriate technology/software. Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on pending actions. Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services and pouch dispatch, etc. Performs general administrative tasks e.g., arrangements for meetings and other events, reservations, follow-up, to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, authorizations, visa applications, etc.).
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Reviews staff members' time and attendance as needed.
• Prepares and issues certified pay slips for staff upon request, coordinates UNFCU external payment requests and Letters of Attestation. Assists in providing software and office equipment support.
• Performs any other duties as may be required.

Competencies

• PROFESSIONALISM: Demonstrates use of initiative, makes appropriate linkages in work requirements and anticipates next steps. Shows pride in work and 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.
• COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.
• 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.

Education

• Completion of a high school diploma or equivalent is required. Additional technical training in the field of administration and human resources management is highly desirable.

Work Experience

• A minimum of three (3) years of progressively responsible work experience in general office support is required. The minimum years of relevant experience is reduced to one (1) year for candidates who possess a first-level University degree. Work experience of one (1) year in administration of staff benefits and entitlements is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.

Deadline : May 6, 2024