Company Founded: Founded in 1996

Administrative Assistant, (364 Days), G6

Responsibilities

Finance & Budget:

Assists in the preparation and review of financial and human resource proposals/requirements.
Consolidates budget/work programme with respect to UNON FMTS budget, trust funds, grants and procurement.
Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
Prepares or customizes financial reports from the Umoja ERP system.
Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Contract Administration:

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.
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.

General Administration:

Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
Coordinates extensively with service units and liaises frequently with internal team members.
Performs 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
Be responsible for guiding, training, and supervising the work of more junior General Service staff, ICs and Consultants.
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 any other related duty as required.

Competencies

PROFESSIONALISM : Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The 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.
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
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.
Supplemental training in administration, finance, contract management or related area is desirable.

Work Experience

A minimum of Seven (7) years of experience in administrative services, finance, procurement, accounting, 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 Enterprise Resource Planning (ERP) system is required.
Experience with contract administration within the field of facilities management, commercial operations or construction is desirable.
Experience with the requisitioning, procurement and payment process is desirable.
One (1) year or more of experience in data analytics or related area 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 French is desirable. Knowledge of another official United Nations language is desirable.
NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of” equals a rating of ” confident” in two of the four areas.

Apply via :

careers.un.org

November 2, 2024
Senior Liaison Assistant, G7 Liaison Assistant (Records Management), G6 Human Resources Assistant, G5

Responsibilities

Addresses client concerns and complaints, participates in meetings with clients. Holds regular progress meetings with Focal points. Carries out periodic reviews, identifies issues and initiates requisite follow-up actions. Prepares briefs and background documentation prior to meeting. Documents main decisions/actions agreed at meeting and follows up till resolved. Attends UNON Division of Administrative Services (DAS) CRM related meetings to ensure coherence and coordination between the Unit and CRM function in UNON DAS. Supports the Chief, HCSU by preparing relevant reports and presentations for the Common Services Management Team (CSMT).
Leads development of the Customer Relationship Management (CRM) documents repository. Ensures that individual client related information/documentation is always updated in the repository. Maintains mailing list for client agency focal points and ensures regular updates of client focal point information in CRM repository. Prepares periodic ageing reports for the Chief, HCSU, on applications processed. Keeps track of complaints received and common queries and establishes a Frequently Asked Questions database.
Keeps track of incoming and outgoing correspondence for the Unit and ensures that all communication is easily retrieved when required. Supports development and production of communication products/services, brochures, newsletters, and other materials and provides specialized assistance in the production and delivery of information communications products and services. Publishes articles approved by the Unit Chief on UNON DAS and the UNON DAS HCSU SharePoint sites on a regular basis. Drafts broadcasts to clients to update them on current issues as required. Prepares draft briefing notes, talking points and presentations for the Chief of Unit. Records and maintains meeting minutes and follows up on action points.
Supports continuous training to staff members in the unit as required, and guidance in client orientation. Provides induction orientation and briefing to new staff members, officers at the UN-GoK Service Centre, and interns.
Leads annual services surveys, analysis of clients’ responses and supports related workplan development and feedback to clients.
Collects and analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning and decision-making by the Unit Chief.
Performs other duties as assigned by the Chief of Unit.

Competencies

PROFESSIONALISM: A practical understanding of the Host Country Agreement (HCA) of 1975 between the Government of Kenya and the UN. Ability to correctly apply legal provisions of the HCA. 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.
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.
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 Customer Relationship Management is desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of ten (10) years of relevant and progressively responsible working experience in an international organization/diplomatic mission is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
At least five (5) years of hands-on experience in the administration of privileges and immunities of international/diplomatic organizations in Kenya is required.
Experience in supervising a group of at least ten (10) mid-level subordinates is required.
Knowledge of UN policies, procedures and operations related to the administration of privileges is desirable.
Proficiency in the use of desktop publishing software is desirable.
1 year or more of experience in data analytics or related area is desirable.

Languages

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

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Use the link(s) below to apply on company website.

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November 2, 2024
Senior Information Systems Assistant Finance and Budget Assistant

Responsibilities

Provides support for computer information systems, databases and applications in assigned area; performs complex troubleshooting for various applications.
Participates in the development, programming, testing, debugging and implementation of new computer application systems releases, modules and functionalities; conducts version management.
Designs and develops computer application systems and programs, typically using more than one programming language as well as UN established standards for IT technologies and tools.
Installs computer application systems software and hardware according to specifications; monitors applications systems using appropriate monitoring tools and produces monitoring reports.
Manages, designs, creates, produces and maintains technical documentation for relevant computer application systems and products; manages and administers changes to technical documentation in accordance with prevailing change management and operation procedures.
Assists in developing/refining support and operations procedures for relevant computer applications systems, including programming requirements and recommendations to users for the programming interfaces.
Serves as team leader in projects dealing with the planning, specification, design, development, implementation and maintenance of simple computer application systems; liaises with users to define and specify requirements; builds, tests and modifies prototype computer application systems; performs installation and maintenance of computer applications systems in user offices.
Contributes to feasibility studies, systems analysis, design, development, implementation and evaluation and testing of computer application systems improvements and new computer application systems.
Assists in the identification of user computer application systems needs, including business process and document workflow analysis, organization and maintenance of document repositories; identifies classification schema, retention and archival procedures; designs and develops workflow systems; conducts research on document/information/knowledge management computer applications’ tools, procedures and standards.
Assist in the management of contracts/contractual service staff and supervise the activities of local and united service desk.
Provides support on computer application systems development matters, including security and data backup and recovery.
Drafts correspondence and communications; including work plan revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
Keeps abreast of developments in the field; conducts research on new technologies; performs benchmarking and proposes new acquisitions; assists in the implementation of new technologies.
Provides guidance and training to new/junior staff; plans day-to-day work and supervises other staff as required.
Performs other related duties as required.

Competencies

PROFESSIONALISM: Knowledge of organizational information infrastructure, including hardware, software and application systems; knowledge of relevant programming language(s) and ability to use programming skills to develop information systems; knowledge of system development workflow and document flow processes, ability to conduct research and gather information from a wide variety of standard and non-standard sources; ability to respond to changing requirements and assignments, ability to apply good judgment in the context of assignments given; ability to perform a wide range of application software development and maintenance tasks under minimum supervision; 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.
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 audience; demonstrates openness in sharing information and keeping people informed.
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 information systems analysis and programming, systems administration and maintenance, software development, technical writing or related area is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in information systems analysis and programming, systems administration and maintenance, software development, technical writing 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 in the management of IT service desk at local and global level and associated contractual staff and services is desirable.
Experience in management of United Nations or comparable organization ServiceDesk to support UN centric enterprise application systems 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 official United Nations language is desirable.

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Use the link(s) below to apply on company website.

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November 2, 2024
Human Resources Assistant (Multiple), G5 Logistics Assistant

Responsibilities
Under the guidance of the Human Resources Officer, the incumbent will perform the following duties:

Assists in processing vacancy announcements.
Participates in the selection of candidates for secretarial, clerical and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates.
Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements
Assists in the recruitment of consultants and individual contracts, including posting of job openings, review and placement of consultants and individual contractors.
Reviews and processes personnel actions through the Enterprise Resource Planning (ERP) systems (known as Umoja in the UN).
Assists on local outreach initiatives to attract potential talent e.g., university career fairs, online webinars, social media platforms like LinkedIn, etc.
Assists on local head-hunting initiatives to attract potential talent to apply for advertised vacancies.
Assists in the building and maintenance of rosters for pre-qualified candidates across critical Job families for ease of recruitment during surge or urgent recruitments.
Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; sets up and maintains files/ records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
Prepares written response to queries concerning HR related matters.
Assists in the organization and conducts of training courses and workshops.
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.
Ensures that requirements and background information used for data analysis are documented.
Performs other related duties as required.

Competencies

PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. The 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.
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.
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. Supplemental training in human resources, administration or related area, is required.

Work Experience

A minimum of five (5) years of progressive work experience in human resources, administration or related field is required out of which 1 year should be in recruitment. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
Experience in the use of recruitment tools like PeopleSoft or Inspira is desirable.
Experience in using Enterprise Resource Planning (ERP) systems such as SAP is desirable.
Experience of one (1) year or more in data analytics or related area is desirable.

Languages

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

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Use the link(s) below to apply on company website.

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November 2, 2024
Project Coordinator (Project Post), P3

Responsibilities
GENERAL COORDINATION AND MANAGEMENT:

Supports the leadership of and contributes to specific major change management and outreach activities required as part of the flexible workplace component of the replacement of office blocks A-J project;
Serves as the focal point for all the change management and outreach activities;
Develop and implement a customized, focused and responsive change management programme that will enlighten staff members and ensure business disruption as a result of the changes are kept to the absolute minimum;
Develops the project briefs/ terms of reference in line with section management and or other relevant UNON client departments (if decided, prepares the required procurement related documentation for tender for external consultants);
Prepares (or works with externally appointed consultants to) design concepts in line with the individual project briefs provided. Develops a basic cost plan, project program/ schedule and prepares any graphic presentations of the design concept;
Liaises with other UNON departments, the on-site contracted service providers and as required with related disciplines such as UNON externally appointed project consultants, i.e. engineering/ cost estimation services and UNON in-house electrical/ mechanical specialists and ICT providers to ensure proposals are completed to international standards and best practice;
Translates (or with the externally appointed consultants to) design concepts into and prepares technical/ construction drawings including layouts, details, schedules and in conjunction with related disciplines, specifications, bills of quantities and cost estimates to sufficient level for tender and construction purposes;
As necessary supports the tender process, attends bidders conferences, prepares meeting minutes and as part of the UNON committee evaluates bids received;
Plans and programs (or works with the externally appointed consultants to) the renovation and refurbishment works to facilitate smooth running of the project and compliance with project deadlines, liaises with the appropriate UNON functions regards relocation, decanting, swing space, disposal, etc.;
Liaises with the appointed contractor and relevant internal UNON departments regarding site access, security arrangements, personnel and delivery clearances, receiving and inspection;
Monitors and supervises works (or works with the externally appointed consultants to) on site to ensure compliance with projects drawings, bills of quantities and specifications. Undertakes inspections, holds and prepares site meeting minutes, issues instructions and ensures works are completed according to schedule on time and to the required standards of workmanship and finish;
Maintains project records including contractual, correspondence, meeting minutes, site progress reports, change orders, shop/ as built drawings, samples, valuations/ interim payments and final accounts, etc.;
Reviews progress valuations/ interim payments. Ensures adherence to the approved project budget, contractual requirements and change order procedures. Reviews and reconciles project final accounts;
Manages and ensures completion of project close out documents, as built drawings etc. Prepare snag lists, monitors and ensures rectification of any snags or defects in good time.

PROJECT SPECIFIC COORDINATION AND MANAGEMENT:
Change Management and Communication outreach:

Systematically define a roadmap and communication strategy for the awareness, implementation and realignment of business activities;
Develop and carry out customized individual and group training, awareness and coaching sessions that meets staff need and identified priorities;
Ascertain and collate feedback on all ongoing initiatives and apply any lessons learnt to subsequent change management initiatives; and
Maintain and sustain high level staff motivation amongst the UN agencies, funds and programmes affected by the changes;
Develop and implement direct and indirect communication to all staff and users affected by the change initiatives. This involves setting up and running townhalls, group and individual meetings both virtual and one to one; that provides project awareness and update on project progress;
Design and implement communication materials and content in different forms of medium such as email blasts, posters, short video clips, interviews, infographics, podcasts etc;

Interior Architecture, Furniture, Fixtures and Equipment (FFE) design concepts:

Executes detailed studies for the renovation of specific areas of the existing buildings and new facilities such as the outdoor office pods, redevelopment and repurposing of the existing buildings and including development of interior concepts, space planning, drawings of plans, sections and technical details, integrating environmental initiatives and modem technologies;
Coordinates and checks the work of interior design, architectural and engineering consultants;
Renovation and Refurbishment/ Upgrade projects:
Executes detailed condition surveys and uses this as basis for developing periodical maintenance plans;
Coordinates and checks the work of interior design, architectural and engineering consultants;
Design services related to new build, the renovation and refurbishment / upgrade works:
Studies interior, architectural and space planning solutions with consultants and specialized companies;
Prepares preliminary design and feasibility studies and makes cost estimates;
Drafts scopes of work, bills of quantity, technical specifications and cost estimates;
Sits in technical panels for the evaluation of technical bids and proposals;
Site supervision related to the renovation and refurbishment/ upgrade works:
Supervises construction and renovation works executed by contractors;
Monitors quality of contracted services and the respect of time schedules;
Prepares reports and checks payments;
Coordinates works of various contractors and in-house service teams;
Coordination with other UN departments such as Procurement, Facilities Management, Property Management, Budget & Finance, ICT, Safety & Security, etc;
Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting;
Performs other duties as required.

Competencies

PROFESSIONALISM: Demonstrated knowledge in architectural, change management and communication and Interior Design knowledge related to planning development, design, construction and space planning and management. Demonstrated knowledge in computer-aided design software. An understanding of theories, concepts and approaches relevant to particular sector, functional area or another specialized field. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.
CREATIVITY: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks “outside the box.” Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.
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

Advanced University degree (Master’s degree or equivalent) in architecture, project management interior design or another related field, is required. A first-level university degree in the mentioned fields in combination with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in design, supervision of construction works, building renovation and refurbishment, space planning and management is required.
Experience in design, technical specification, preparation of bills of quantities and related estimates for building interior works is required.
Experience in supervising multi-disciplinary construction teams is required.
Working experience in, and knowledge of the local market in Kenya is required.
Experience in using AutoCAD, Revit or other similar 3D related software is required.
Experience working with the UN or other similar international organizations carrying out related duties, is desirable.
2 years or more of experience in data analytics or related area 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 official United Nations language is desirable.

Apply via :

careers.un.org

November 2, 2024
Human Resource Officer

Duties and Responsibilities Office Administration

Perform day-to-day administrative duties as assigned including receiving of PWJ visitors
In charge of receiving & redirecting of office mails, including organizing for collection of mails from the Kakuma and Dadaab offices and dispatch of the same.
Maintaining a communication list of all focal persons of agencies operating in Nairobi in charge of office outlook: cleanliness & organization
Ensuring proper working of office utilities
Maintain absolute confidentiality of all information that he may have access to in the execution of his/her duties
Develop and maintain an accurate and efficient filling system

Travel Arrangements

Arranging flights, transport and accommodation for staff and visitors on travel
Arranging all travel documents for staff and visitors and advising them on all issues that relate to traveling including liaising with the relevant government offices
Ensure all staff are abiding by organization’s travel regulations

Human Resource Management

Participate in the periodic review of the HR policies and procedures recommending changes to the management
Maintain a thorough knowledge of PWJ HR policies and ensure employee adherence to HR policies.
Ensure PWJ is compliant with all employment laws to minimization of legal exposure as part of the general PWJ risk Management.
Ensure staff files are complete, secure and confidential.
Coordinate and ensure compliance to the performance management system timely completion of the annual performance evaluation process and maintain a record of all objectives set by all supervisors
Attend to staff issues in regards to benefits, grievances, disputes and disciplinary cases in conformity with HR policies.
Ensure fair and consistent enforcement of rules and regulations governing the incentive staff
Ensure every staff has and have signed a job description detailing their duties.

Talent Acquisition

Coordinate the recruitment processes ensuring compliance to hiring policies and procedures, and that best practice is followed and documented
Vacancy posting in internal and external media as appropriate.
Maintain tracking system of Kakuma and Dadaab operation vacancies and the entire recruitment process and compile monthly report on recruitment.
Participate in recruitment interviews, provide interview outcome summary.
Responsible for staff orientation and on boarding of all new staff.
Lead the recruitment of Intern and overall implementation of the Internship policy at the Field Office.
Lead the workforce planning process and Support succession planning discussions and implementation of agreed activities at the Field Offices.

Reporting

Compile updates and HR Management reports.
Periodically review organizational charts to ensure that they are up to date, reflect current staffing levels and payroll and conform to the PWJ policies.
Responsible for maintenance and ensuring monthly reporting through timesheets.

Contract Management:

Ensure all staff have valid and signed employment contracts
Monitor and ensure end of probation evaluations take place and outcomes implemented
Coordinate the exit process and ensure finalization of all procedures within one month.
Facilitate for preparation of employee final dues and termination of benefit enrolment
Close staff records on Timesheets

Staff Learning and Development:

Coordinate development of the annual Learning and Development (L&D) plan
Facilitate all requests for staff training as approved in the Annual L&D Plan
Monitor and produce periodic reports on the implementation of the learning and development Annual Plan including mandatory required internal training.

Required qualifications, skills and experience Education:

Bachelor degree in Human Resources Management or a Bachelor’s degree in business administration and/or a Diploma in Human Resources Management/Business administration.

Experience:

5 years relevant experience in a similar position or as a Human Resources Officer in a busy Organization.
Microsoft Office packages application
Membership certificate of recognized practitioner organizations such as Institute of Human Resources Management (IHRM) is added advantage

LANGUAGE SKILLS

English: professional fluency
Kiswahili: native/advanced

Competencies:

Excellent knowledge of Kenyan labour legislations.
Proven skills in conflict resolution.
Proficiency in Microsoft Suite.
Excellent interpersonal and negotiation skills.
Excellent People Management skills.
Demonstrable behavioural competencies including; Diversity, Proactive -Problem Solving, Stress Tolerance, Collaboration, Coaching, Developing Teams, Planning and Organizing, Managing Performance for Success and Delegating Responsibility

We are looking to recruit Kenyan national candidates only. Interested and qualified candidates are cordially invited to send a cover letter (1 page) indicating salary expectation and resume (3 pages) as one pdf document no later than 8th August 2023 to: recruit@peace-winds.or.ke.When applying indicate the title this position on the Subject line. Due to the urgency to fill this position, shortlisting and interviews will be conducted on rolling basis.

Apply via :

recruit@peace-winds.or.ke

November 2, 2024
Associate Medical Officer Human Resources Assistant (for Roster Purposes) Mutiple Jo Senior Human Resources Assistant (for Roster Purposes)

Responsibilities
CLINICAL DUTIES:

Performing day-to-day clinical duties including attending to walk-in clinic clients at the UN clinic in Kakuma;
Coordination of Medical evacuations and emergencies occurring at the duty station;
Pre-placement and periodic medical examinations;
Immunizations, travel advice;
Referring staff to and following up with outside specialists as necessary;
Providing health education and medical counselling to clients;
Organizing /Participating in addressing work environment and occupational health issues;
Emergency response on 24/7 basis, as and when required; being on call during and outside office hours to observe and treat emergencies in the clinic;
Coordinating with relevant ministry of health teams in contact tracing and surveillance for diseases of concern;
Undertaking emergency calls and hospital rounds when required.

MEDICO-ADMINISTRATIVE DUTIES:

Liaising with other dispensaries and host – nation medical facilities;
Following the United Nations established policies and procedures regarding medical clearances, sick leave and medical evacuations;
Recommending medical evacuation when required;
Responsible for all paper work and reporting procedures for medical evacuations in line with UN rules and procedures;
Ensure proper follow up on all cases;
Applying terms of reference in administration manuals for rules and regulations regarding UN clinic operations;
Responsible for the supervision and distribution of work for the nurses and other staff assigned to the clinic;
Responsible for establishing good relations with reliable hospitals, private medical facilities and blood banks.

SUPERVISORY ADMINISTRATIVE DUTIES:

Ensuring that appropriate training programs relating to healthcare delivery are implemented in order to develop and maintain the medical capabilities;
Undertaking medical clearance according to UN guidelines and procedures;
Undertaking ‘outpatient’ treatment and immunization requirements;
Responsible for regular reporting on clinic activities, medical facilities available locally and other statistical information as may be required;
Perform other related duties as required.

Competencies

PROFESSIONALISM: Demonstrated knowledge and hands on experience in clinical medicine; 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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.
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.

Education

Advanced university degree (Master’s degree or equivalent) in medicine (MBChB / MMed / MPH) or in a related area is required. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced degree.
Must be Registered with Kenya Medical and Dental Practitioners Board. A post-graduate diploma in infectious diseases is desirable. Proficient computer skills, particularly in MS Office software and use of databases, are required.
Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of two (2) years of progressively responsible experience in the medical field or related area is required.
At least two (2) years of work experience in Accident and Emergency Unit, or Intensive Care Unit or Aeronautical medicine is desirable.
Experience in managing infectious disease is desirable.
Experience in occupational health and safety at the work place setting is desirable.
Experience in Counseling and/or stress management is desirable.
1 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Kiswahili or Swahili is required.

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November 2, 2024
Administrative Assistant, G6 Senior Programme Management Assistant, G7

Responsibilities
HUMAN RESOURCES MANAGEMENT:

Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc, ensuring consistency in the application of UN rules and procedures.
Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Monitors staffing table and prepare relevant statistical data/charts.

CONTRACT ADMINISTRATION:

Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
Prepares and processes all UN property passes and swipe-card access and door keys.
Maintain contract filing system and archiving.

GENERAL ADMINISTRATION:

Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and Offices away from Headquarters.
Act as bid opening official and maintains all relevant documents.
Performs other related administrative duties, as required (e.g., physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, and conferences).
May be responsible for guiding, training, and supervising the work of more junior General Service staff.
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 relevant duties as required.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
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 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 High school diploma or equivalent is required. Supplemental courses/technical certificate in information technology or other related field is desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Successful passing of the Administrative Support Assessment
Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Job – Specific Qualification

The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is required.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative
services, human resources 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 in Enterprise Resource Planning (ERP) system is desirable.
One (1) year or more of 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. Working knowledge of another UN language is desirable.

Closing Date – 13th August 2023

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November 2, 2024
Human Resources Officer, P3 Procurement Officer

Responsibilities
GENERAL:

Advises human resources assistants on staff pay and benefits, including the on-boarding of selected candidates.
Provides advice and support to managers and staff on human resources related matters.
Keeps abreast of developments in various areas of human resources.
Supervises the work of the human resources assistants in carrying out human resources administrative transactions, including preparation of personnel actions, maintenance of staffing tables and processing of contracts.
Provides advice and support to managers and staff on human resources related matters.
Prepares special reports and participates and/or leads special human resources projects.

ADMINISTRATION OF ENTITLEMENTS:

Provides advice on interpretation and application of policies, regulations and rules. Reviews and provides advice on exceptions to policies, regulation and rules.
Administers and provides advice on salary and related benefits, travel, and social security entitlements.
Determines and recommends benefits and entitlements for staff on the basis of contractual status.
Reviews policies and procedures and recommends changes as required.

OTHER DUTIES:

Advises and counsels staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements.
Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
Perform other related duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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.
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.
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

Advanced university degree (Master’s degree or equivalent) in human resources management, business or public administration, social sciences, education or related area is required. A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of five years of relevant experience, of which three at the international level, in human resources and personnel administration is required.
Work experience in administering entitlements and benefits for geographically dispersed staff members working in the development sector is required.
Work experience in analyzing HR data and preparing reports to a targeted audience is desirable.
Two (2) years or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the UN Secretariat. For the post advertised, fluency in English is required. Fluency of French and Spanish is desirable. Knowledge of another UN official language is also desirable.

Closing Date: 02 August 2023

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November 2, 2024
Director, Science and Lab Programs

Position Summary:

IAVI is seeking a qualified and ambitious Director, Science and Lab Programs to lead IAVI’s science and lab program throughout Africa. The Director is the regional representative for human immunology and clinical lab program, leading the strategic development of vaccines and antibodies for HIV, TB, and emerging infectious diseases. The Director oversees the implementation of the program across partner clinical research centers (CRCs) while ensuring sustained and robust lab quality system and operations for clinical trials and other studies. The Director leads the African Lab Program team, and is a critical member of the ADVANCE leadership team. The Director partners closely with clinical development, the IAVI India Program, Human Immunology Lab (HIL) and the Neutralizing Antibody Consortium (NAC), while contributing to product development and discovery project teams.

Key Responsibilities

Lead the strategy development and implementation of the human immunology and clinical laboratory program across partner clinical research centers (CRCs) ensuring sustained and robust laboratory quality systems and operations to support IAVI and IAVI-partner studies at CORE sites in Africa.
Lead strategies to strengthen and expand the laboratory program in Africa, setting short-term and long-term goals, identifying key partners, linkages and opportunities, and mapping out associated risks and mitigation plans.
Contribute to developing and refining the scientific strategy of the ADVANCE program and IAVI’s Africa program.
Serve in product development project teams as the laboratory lead.
Contribute to protocol design on project teams, as well as analysis of clinical immunology data.
Oversee preparation of sites for clinical trials and epidemiology studies.
Oversee teams monitoring study progress at site laboratories for the duration of the study/trial.
Provide oversight of the GCLP Accreditation program in Africa through supervision of staff in East, West and Southern Africa regional offices.
Oversee development of work-plans/SOWs, and ongoing review of progress across program.
Oversee development of associated SOPs, relevant quality management programs and training materials.
Oversee and support the development and technical transfer of new assays as required.
Oversee sample storage and biorepository strategies for clinical trials and observational studies in Africa.
Support the Clinical Development team in Africa, to facilitate and manage development of new clinical sites, tests, laboratory capabilities, activities or protocols.
Oversee the development of and implementation of associated integrated work plans and budgets, ensuring that the resources are allocated and deployed effectively.
Review budgets and timelines ensuring integration with the overall clinical trials program.
Maintain good relations with IAVI collaborators, investigators, and trial site staff facilitating site development and execution of clinical trials and studies.
Writing and/or reviewing project materials and publications.
Representing IAVI and its partners in various for a, presenting the project progress, achievements, and lessons learned to donors, and other key stakeholders in such meetings and conferences.
Work with IAVI-NY, NAC and HIL-London ensuring efficient and smooth execution of quality studies and trials.
Support fundraising activities.

Education and Experience:

A Ph.D. in Immunology or Virology is required;
Minimum of five years of relevant independent research experience, either in a university or corporate setting, following postdoctoral training.
Minimum of five years of clinical trials experience in developing countries is required.

Qualifications and Skills:

Experience in vaccines and assay development is required.
Proven track record of excellence with an international reputation and publication record.
Experience managing scientific projects and staff to deliver high quality data to meet project goals and deadlines is required.
Strong organizational skills with proven experience in building strong, coherent and efficient teams are required.
Solid reasoning and analytical skills are required.
Experience in working in a decentralized system, and maintaining close working relationships with various departments, contractors, clinical centers and clinical and basic science laboratories.
Excellent verbal and written communication skills are required.
Proven ability to present programs to audiences ranging from high level scientists, clinical investigators and physicians, clinical trials execution teams and non-scientists is highly desirable.
Previous work in a multicultural environment is required.
Understanding of and experience with implementation of Good Clinical laboratory Practices in infectious disease clinical trials conduct is highly desirable.
Willingness to travel at least 20-25% of the time to IAVI regional and head offices.
Passion for the IAVI Mission.

Apply via :

recruiting.ultipro.com

November 2, 2024