Job Opportunities at United Nations Office on Drugs and Crime (UNODC)

Responsibilities
Within assigned authority, the incumbent will be responsible for assisting in the area of programme management and implementation, reporting, monitoring and evaluation in conformity with United Nations rules and regulation, and policies for the implementation of the - PLEAD II - Programme for Legal Empowerment and Aid Delivery in Kenya. The Programme Management Assistant (Monitoring and Evaluation) will be responsible for the following specific duties:

• Provide assistance in reviewing relevant PLEAD II programme documents and monitoring and evaluation (M and E) reports and assist managers with the coordination of the implementation of the 2023 Evaluation Follow-Up Plan.
• Assist managers responsible for the development and implementation of a programme-specific monitoring and evaluation framework and strategy for PLEAD II, by providing assistance with the collection and reporting of data against developed baseline and target indicators within the timelines stipulated. This strategy for PLEAD II shall include a framework for joint implementation with implementing partners, most notably UNDP, including coordination of meetings and data collection to facilitate reporting exercises.
• Assist in the coordination of of the PLEAD II Baseline and Inception Phase Reports, by reaching out to the national partners on data collection, tracking the implementation in the identified PLEAD counties and by the different institutions against the existing workplans including tracking the emerging trends within the thematic areas and risks to programme implementation.
• Collaborate with programme/project managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.
• Assist in the monitoring and evaluation of programmes/projects; categorize, update, track and analyse data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, carry out periodic status reviews, identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verify availability of funds; ensure necessary approval and entry in computerized budget system; initiate financial authorizations for expenditures.
• Consistently review programme monitoring tools to ensure that they remain relevant and responsive to changes in the programmatic context.
• Coordinate the development and publication of the PLEAD II annual report.
• In coordination with programme staff, support the development and reporting of impact stories in various fora, including in various platforms.
• Support programme/project planning and preparation; monitor status of programme/project activities; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Support the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized.
• Coordinate updating of programmatic information in the internal Integrated Planning, Management and Reporting (IPMR) tool to ensure compliance with reporting exercises, as well as other partner reporting tools.
• Prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Document learning and best practices; disseminate learnings, reports, publications and participate in learning sessions.
• Prepare, maintain, and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, and other background materials/notes to facilitate inspection and other reviews.
• Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions, and other related issues, as well as prepare unit contributions for a variety of periodic reports.
• Provide guidance and training to new/junior staff.
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work-related duties as assigned.

Competencies

• PROFESSIONALISM: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme /project administration, implementation and evaluation, technical cooperation, programming and budgeting. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Has ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. Has 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. 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.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven years of work experience in programme or project administration, technical cooperation or related area is required. The minimum number of years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher.
• Experience in Enterprise Resource Planning (ERP), Integrated Planning, Management and Reporting (IPMR) or other similar electronic monitoring and human resources management system is required.
• Work experience with SAP based applications (such as Umoja or other) is desirable.
• Work experience within the United Nations system or similar international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is desirable.

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Responsibilities
Within assigned authority, the Assistant Finance and Budget Officer will be responsible for supporting the overall management in the area of financial, budgetary and accounting management in conformity with United Nations (UN) Financial Rules and regulation, and the policies for the implementation of the projects under the Regional Programme for Eastern Africa, UNODC. The incumbent will be responsible for the following specific duties:

• Support ROEA’s front office in formulating their financial management policies, internal controls and procedures, and in their monitoring and implementation to ensure optimizing efficiency in financial management.
• Contribute to keeping overall control of ROEA’s vendor accounts and maintenance of proper vendor relation; ensure timely clearance of outstanding payables, advances and other receivables.
• Collaborate with other UN entities and ROEA programme offices on finance related matters towards settlement of periodic or ad hoc service cost bills and general ledger (GL) reconciliations.
• Assist in overseeing the accuracy of payment submissions, efficiency of payment processing, and assist in monitoring the correctness of banking details registering.
• Support the monitoring and ensuring of timely consultant/contract payments in coordination with the substantive pillars in HR and Finance.
• Assist in liaising with Treasury of UNODC HQ and the in-house bank at the United Nations Office at Nairobi (UNON) on disbursement related issues.
• Contribute to finding solutions with respect to problem/complex payment transactions and irregularities.
• Provide assistance in managing a complete paymaster process at ROEA that ensures timely submission of paymaster advances and settlements, that secures smooth event implementation, and imprest accounts closure.
• Assist in analysing GL accounts related to payments and service/goods receipt, and in monitoring the status of payment processes.
• Contribute to providing payment performance data to programme managers and the Representative’s Office for the financial management of ROEA.
• Assist in providing guidance, including training, to ROEA staff on financial policies and procedures, particularly in the area of payments.
• Contribute to drafting correspondences and internal procedural directives relating to payment matters.
• Contribute to preparedness actions such as early warning, risk analysis and contingency planning, and assist in providing the necessary recommendations in the context of payment efficiency and vendor/third party relations.
• Undertake research and analysis of ROEA’s current payment procedures and the existing controls, make recommendations for change/modifications.
• Contribute to the initiative of improving ROEA’s accounting processes and approaches in areas of vendor, consultant/contractor and travel payments, and accounts reconciliations with other UN partners.
• Keep up-to-date on documents/reports/guidelines that have a bearing on matters related to ROEA payment monitoring, ensuring compliance with UN Financial Rules and Regulations.
• Provide assistance in the implementation of IPSAS (International Public Sector Accounting Standards) at ROEA.
• Provide support in response to internal/external audit observations related to payments processing and related matters.
• Contribute to the collection and analysis of data and identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
• Document requirements and background information used for data analysis.
• Perform any other work-related duties as required.

Competencies

• Professionalism: Has knowledge and understanding of theories, concepts and approaches relevant to budgetary, finance and accounting management and administration related fields. Has the ability to generate reports and presentations that include graphs, maps and tables. Has a broad understanding of the UNODC Eastern Africa region in its role in participation of UN reforms. Has knowledge of the mandates of the United Nations Office on Drugs and Crime. Has excellent research, analytical and drafting skills. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. Is able to demonstrate very good communication skills. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. ; 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 & 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.
• Accountability: Takes ownership of all responsibilities and honours 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

• Advanced university degree (Master’s degree or equivalent) in finance, business administration, accounting or other related discipline is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

• A minimum of two years of progressively responsible professional experience in finance, business administration, accounting is required. No experience needed with an advanced university degree.
• Work experience in managing vendor relations is required.
• Work experience within an international organization or the United Nations system is desirable.
• Work experience with European Union funded programmes is desirable.
• Experience with Enterprise Resource Planning (ERP) systems, such as SAP/UMOJA is desirable.
• Experience in the use of programmes such as MS Outlook or MS Teams is desirable.
• Work experience in developing countries is desirable.
• Experience in data analytics or related area is desirable.

Languages

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

Closing Date: 25 October 2023