Assistant Administrative Officer

Org. Setting and Reporting

This position is located in the UNODC Regional Office for Eastern Africa (ROEA), Nairobi, Kenya, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Programme Management Officer heading the Transnational Organized Crime, Illicit Trafficking and Countering Terrorism Programme (TOC/CT) and the overall guidance of the UNODC Representative for Eastern Africa (ROEA).

For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

Within assigned authority, the incumbent will assist in administrative areas of the Office including human resource administration, financial administration, travel administration, and project/programme planning. The roles will be performed in conformity with administrative instructions, United Nations (UN) Financial Rules and regulation, and the policies for the implementation of the projects. The incumbent will perform the following specific duties:

• Assist in undertaking actions related to the administration of the Office’s 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.
• Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Provide information on the office’s staffing needs for inclusion in pillar’s staffing table.

• In coordination with the Assistant Finance and Budget Officer assist in developing the Office’s work programme and budget; analyse inputs and formulate resource allocations by work programme and assist in monitoring budget/work programmes. Assist with the preparation and submission of financial reports.
• Assist in supporting the implementation of procedures and systems for implementing the appropriate financial database. Develop and maintain a dashboard that tracks the financial performance, compliance, and risks for adaptive project management
• As member of a team assist with the development of budgetary guidelines for the Office.
• Contribute to coordinating and monitoring the office commitments, including travel (and imprest requests), purchase orders, United Nations Development Programme (UNDP) financial authorization on a bi-monthly basis and ensure timely closure in line with UNODC ROEA established timelines.
• Perform other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).
• Assist with the development of relevant annual/quarterly plans, such as procurement plans, staff development plans, quarterly recruitment plans, quarterly leave plans, quarterly official mission plans, etc.
• Assist in project/programme planning, monitoring, and reporting in the Integrated Planning, Management and Reporting (IPMR) system.
• 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 other work-related duties, as required.

Competencies

• Professionalism: Has knowledge and understanding of theories, concepts and approaches related to administrative, financial, human resources, travel and project management related fields. Has the ability to generate reports and presentations that include graphs, maps and tables. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. 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

A first-level university degree in finance, business administration, finance, accounting, economics or other related fields is required.

Work Experience

A minimum of two years of progressive responsible professional experience in administration, finance, accounting, project/programme management and related fields is required.

Work experience with an Enterprise Resource Planning (ERP) system, such SAP/Umoja, Inspira, and Integrated Planning, Management and Reporting (IPMR) is desirable.

Experience in managing grants specifically EU grants is desirable.

Experience in the use of Microsoft power BI is desirable.

Work experience within the United Nations system or a similar international organization 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 Swahili is desirable. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.