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Administration Officer

Nairobi (Kenya)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Nairobi (Kenya)
  • Grade: P-3, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2022-01-23

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Background Information - Job-specific

This position is located in the Corporate Services Division, Programme Advisory Services Unit of the United Nations Environment Programme. The Corporate Services Division, Programme Advisory Services Unit was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the United Nations Environment Programme, including other Divisions, Regional Offices, and Multilateral Environmental Agreements.
The mandate of the Programme Advisory Services Unit is to provide responsive, effective, and quality expert Supply Chain Management services and business advice to Divisions, Regional Offices, and Multilateral Environmental Agreements. The incumbent reports to the Head of the Programme Advisory Services Unit. 

Functional Responsibilities

Within delegated authority, the Administrative Officer may be responsible for the following duties:
  • Plans, develops and manages all procurement and contractual aspects of requests from the United Nations Environment Programme, taking into account service provision arrangements and other conditions.
  • Advises requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.
  • Prepares/oversees preparation and possible distribution of solicitation packages and manages/conducts all aspects of bid/proposal evaluations.
  • Formulates strategies and designs innovative solutions to resolve issues/conflicts for complex procurement projects.
  • Establishes and maintains work program and schedule for ongoing service provision contracts and newly planned ones.
  • Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the world commodity situation, production patterns and availability of good and services.
  • Identifies new technologies, and products/services, evaluates and recommends potential supply sources and participates in the incorporation of research results into the procurement program.
  • Supports the assessment and monitoring framework activities in coordination with the Head of Unit.
  • Prepares a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.
  • Provides guidance to, and supervises, new/junior staff. 

Education

  • Advanced university degree (Master’s degree or equivalent degree) in business administration, public administration, commerce, engineering, law or a related field 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.
  • Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or equivalent is required. 

Experience

  • A minimum of five years of progressively responsible experience in procurement, contract management, contract administration or logistics and supply chain management or related area is required.
  • A minimum of two consecutive years of experience in conducting international tender exercises to award contracts, during the last five years is desirable.
  • Experience in public sector procurement processes and procedures is desirable.
  • Experience in the use of procurement information systems such as SAP is desirable.
  • Experience in sourcing, cleaning and preparing data, selection and developing visualization/metrics in transportation, procurement, and/or supply chain management that enable easy communication/interpretation by the users is desirable. 

Languages

  • Fluency in written and oral English required. 

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

This position is based in a family duty station

Contract type, level and duration

Contract type: Staff Contract level: P3 - Fixed-term staff contracts (FTA)
Contract duration:  'One year initially, renewable subject to satisfactory performance and funding availability'

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Kenya Multi Country Office (KMCO)

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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