Associate Administrative Officer Job Responsibilities
Human Resource Management
Undertakes actions related to the administration of the unit’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.
Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Provides information on unit’s staffing needs for inclusion in department’s staffing table.
Budget and Finance
Assists in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
Using Umoja, monitor budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary.
Supports the implementation of procedures and systems for implementing the appropriate financial database.
Follow-up pending entitlements, payments and claims.
Contributes to the development of budgetary guidelines for own unit.
General Administration
Supervises support staff as required.
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 and the identification of office technology needs and maintenance of equipment, software (Umoja) and systems).
Qualifications for the Associate Administrative Officer Job
Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, social studies or 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.
A minimum of two years of progressively responsible experience in administration, finance, accounting, human resources management or related area is required. UN field mission experience or other international field experience is desirable.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of other UN language is an advantage
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Website: Website http://www.un.org/en/index.html
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Associate Administrative Officer Procurement Assistant Administrative Assistant
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Telecommunications Technical Assistant
Responsibilities for the Telecommunications Technical Assistant
Under the direct supervision of the Chief of the Information Technology Unit, the incumbent will perform the following duties:
Wide Area Network Operations(WAN)
Monitors transmission performance of all local and remote network nodes at the link and at the I/O levels.
Coordinates with leased line carrier and/or remote site technical support staff, service restoration during facility failures at Headquarters, the Offices Away from Headquarters, and/or Missions.
Maintains Network Control Center/Network Operations Center records and Wide Area Network documentation.
Maintains WAN equipment inventory and tracks repair history of WAN nodal equipment and modules.
Prepares monthly reports on node and transmission facility performance including detailed reports of leased facility outages for outage rebate purposes.
Performs other related duties as required.
Local Area Network Operations (LAN)
Monitors the performance of the LAN, Metropolitan Area Network (MAN) and high speed Internet access facilities.
Assists in the implementation of ad-hoc LAN support requirements with departmental focal points.
Provides remote operations and maintenance service and advanced technical support for access routers on the Wide Area Network.
Maintains LAN and MAN equipment inventory.
Liaises with Information and Communication Technology Section (ICTS) to troubleshoot and maintain underlying infrastructure and dependencies;
Prepares and revises network diagrams and network documentation.
Performs other related duties as required.
Audio/Visual Conference Services
Installs, configures and tests audio, video conference and desktop video conference hardware/software using available communication and network connectivity.
Assists in meetings’ preparation by preparing and configuring conference hardware in various locations throughout headquarters and operates equipment during conferences.
Provides support and training for new users of conference systems.
Researches and evaluates new conference products ensuring compatibility with current operational standards and growth for future needs.
Conducts preventive and corrective maintenance on conference equipment;
Logs, addresses, escalates and closes tickets within established benchmarks whilst keeping up-to-date knowledge based) Ensuring timely repair and replacement of faulty equipment;
Participates in projects aimed at enhancing and upgrading services provided;
Maintains up-to-date documentation of current systems;
Performs other related duties as required.
Telecommunications Technical Assistant Qualifications
Knowledge of telecommunication equipment, principles of operations, including broadcasting local area networks,. Knowledge of conferencing and multimedia technology, and principles of analog and digital transmission.. Ability to apply knowledge and technical skills to install and test relevant equipment, provide maintenance services and user support. Ability to assist with analog and digital transmission facility testing and trouble-shooting. 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.
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.
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.
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
High school diploma or equivalent. Candidates must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test GGST) at Headquarters or at Offices Away from Headquarters (OAHs).Certification in broadcasting, telecommunications and electronics engineering desirable.
A minimum of five years of experience in broadcasting, telecommunications or related area.
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 an advantage -
Procurement Assistant
Duties and Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
ï‚· Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
ï‚· Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
ï‚· Monitors status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
ï‚· Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotations) based on the nature of requirements and cost of procurement involved.
ï‚· Prepares abstracts of offers and compiles data contained in u, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
ï‚· Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official
ï‚· Assist relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action etc.
ï‚· Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
ï‚· Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
ï‚· Drafts routine correspondence.
ï‚· Perform other duties as assigned.
Qualifications
Education
High school diploma or equivalent is required. A certificate or procurement or Contract management training is desirable.
Work Experience A minimum of five (5) years of progressively responsible experience in procurement, administrative services or related area.
Languages
French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; knowledge of French is desirable; knowledge of another UN official language is desirable.
Method Evaluation: of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview. -
Logistics Intern
The Internship is UNPAID and fulltime.
Interns work five days per week (35 hours) under the supervision of a staff member in the department or office to which they are assigned.
Responsibilities for the Logistics Internship
Daily responsibilities will depend on the individual’s background; the intern’s assigned office as well as the internship period.
Under the direct supervision of the Mail, Mail, Pouch and Archives Unit, the intern will:
Assist in updating and editing ecatalogues of any new stock items at BMTU Warehouse by taking pictures and annexing to each category. Liaise with ICTS for assistance towards hosting the revised images on the UNON Intranet. The ecatalogue shall be printable by our clients in MS excel and shall show pictures of each item category. It shall be very user friendly and will aid our clients in picking the correct description when raising Stock Requisitions.
Assist with NonUMOJA Warehouse operations and at the same time learn practical logistical work to complement his/her theoretical studies.
Assist in stacking of new stock items (receivables) in their rightful places and in good order within BMTU Warehouse. Team up with colleagues to label bin cards as per Umoja format.
Under the guidance of Senor Stock Clerk, assist in issuing out of stock items to BMTU clients and Contractors. Ensure security is maintained during cleaning exercise within the Warehouse.
Shall from time to time be required to assist during: (a) the segregation of identified items for disposal, (b) compilation of lists; and (c) assembly of disposals.
He/she shall be shared by both MPAU and BMTU Warehouses to assist where necessary. For example shall be required to cover the office when staff is engaged in other logistic operations.
Core Competencies for the Logistics Internship
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 twoway communication
Tailors language, tone, style and format to match the audience
Demonstrates openness in sharing information and keeping people informed
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 Requirements For the Logistics Internship
Applicants must at the time of application meet one of the following requirements:
Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
Be enrolled in the final academic year of a first university degree program (minimum Bachelor’s level or equivalent);
Have graduated with a university degree and, if selected, must commence the internship within a oneyear period of graduation.
Be computer literate in standard software applications.
Have demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter;
Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.
Preferred area of study:
3rd or 4th year undergraduate or graduate in:Logistic,Store Operations /Management,Procurement and Supplies
Work Experience: Applicants are not required to have professional work experience for participation in the programme.
Languages: English and French are the working languages of the United Nations Secretariat. For this internship, fluency in oral and written English is required. Knowledge of another UN Language is desirable.
Assessment: Potential candidates will be contacted by hiring manager directly for further consideration. -
Finance & Budget Officer
Responsibilities for the Finance & Budget Officer Job
Within delegated authority, the Finance & Budget Officer will be responsible for the following duties: Medium-term plan:
Reviews, analyses and finalizes the preparation of the medium-term plan and its revisions on the basis of divisional and sub-programme submissions, taking into account recommendations and decisions of intergovernmental bodies.
Provides substantive support to relevant intergovernmental and expert bodies in their review of the medium-term plan and its revisions; secures approval from the United Nations
Environment Assembly (UNEA) and the General Assembly.
Ensure legislative mandates are accurately translated into program budgets.
Budget Preparation
Reviews, analyses and finalizes cost estimates and budget proposals, in terms of staff and non-staff requirements from (a) Divisions at headquarters and in the field, including programmatic aspects; (b) ensure compliance with the medium-term plan, strategic framework and other legislative mandates.
Provides detailed input with respect to resource requirements for budget submissions.
Reviews, analyzes and finalizes program budget/financial implications in light of additional mandates.
Provides substantive support to relevant intergovernmental and expert bodies in their budget review; assists in securing approval from the General Assembly and UNEA.
Budget Administration
Issues allotments, authorizes sub-allotments, including redeployment of funds when necessary, ensuring appropriate expenditures.
Manages and monitors budget implementation and recommends reallocation of funds as necessary.
Monitors expenditures to ensure that they remain within authorized levels.
Administers and monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
Prepares budget performance submissions.
Reviews and finalizes budget performance reports, analyzing variances between approved budgets and actual expenditures.
Provides substantive support to relevant intergovernmental and expert bodies.
General
Provide business analysis and technical direction for planning, implementing and supporting financial information systems including Enterprise resource planning (ERP) (Umoja),
Analyze industry best practice in business processes, and design and manage the implementation of new methods of work with departmental or organizational scope that increase the efficiency and effectiveness of financial operations;
Evaluate existing systems and identify the need for new systems (or modifications to existing systems); select options for solving system and workflow problems and propose the most suitable solutions based upon functional and economic considerations
Provides advice and guidance, including training, to headquarters and field staff on budgetary and financial policies and procedures, including results-based budgeting.
Participates in inter-departmental meetings and/or technical survey missions on matters related to resource requirements, programming and budgetary issues.
Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to program, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
Drafts reports for intergovernmental bodies and for management on budgetary issues, and correspondence.
Undertakes research and analysis of budgetary policies and procedures, makes recommendations for changes and/or modifications.
Acts as Certifying Officer under Financial Rules to ensure that proposed obligations and expenditures are in accordance with approved budgets and established regulations and rules.
Ensures the integrity of financial and management systems and the controls that underpin them.
Provides support with respect to representation of the Secretary-General in meetings of legislative organs.
Represents UNEP in inter and intra-departmental meetings.
May plan, organize, manage and supervise the work of the Unit/Section assigned.
Incumbents may be asked to perform other related duties.
Competencies
Professionalism: Knowledge of financial and budgetary principles and practices, budget development and financial administration of resources. Ability to develop budgetary policies, procedures and new programmes. Ability to formulate new strategies and technical approaches to budgetary matters. 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.
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.
Finance & Budget Officer Job Qualifications
Advanced university degree (Master’s degree or equivalent) in business administration, finance, or related field. A first university degree with a combination of two years professional and academic qualifications may be accepted in lieu of the advanced degree.
A minimum of seven years of progressively responsible experience in finance, administration, budget, business administration or related area. Experience working with
International Public Sector Accounting Standards (IPSAS), Enterprise resource planning (ERP) and with international organizations is highly desirable.
English and French are the working languages of the United Nations Secretariat. For this position fluency in oral and written English is required. Working knowledge of another UN language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. -
Finance Assistant
Organizational Context/Project
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
The overall objective of the UNEP’s Division of Technology, Industry and Economics (DTIE) is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive.
It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and then building of corresponding activities. The positions are located in the Division of Technology, Industry and Economics (DTIE), to work with the UNEP Global Environment Facility (GEF) Chemicals and Waste (C&W) and Climate Change Mitigation (CCM) Units.
Living Conditions
The Republic of Kenya is an equatorial nation on the coast of East Africa, neighboring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has seven administrative provinces plus the Nairobi Area. Provinces are further divided into districts. Kenya is a multi-party state with Executive, Legislative, and Judicial branches.
Kenya’s population of more than 39 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at a rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO) The normal “lean season” is in June and July. Severe drought in 1999-2000 led to decreased agricultural production, and according to FAO, “seriously undermined the food security of 4.4 million people, particularly in pastoral areas. Kenya.
Nairobi is a modern metropolitan city where most basic goods and services are available locally at cost. The city is widely connected through its main airport, Jomo Kenyatta International Airport and the smaller Wilson Airport. Air transport is also available to many up country destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that is serves as the headquarters for both the UN HABITAT and UNEP.
Conditions of Service for national UN Volunteers
A 12 – month contract; with subsequent contract extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.
Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event duty station is not within commuting distance from the place of recruitment. A Volunteer Living Allowance (VLA) of Ksh 74,254 is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service.
Finance Assistant Job Responsibilities
Under the direct supervision of Fund Management Officer the national UN Volunteer will undertake the following tasks:
Provide support with regard to the review, analysis and preparation of the project budgets and the revisions.
Prepare supporting documents (narrative and supporting tables) with respect to GEF submissions and UNEP Programme of Work.
Assist in preparing contractual documents for Executing Agencies.
Monitor expenditures and compare with approved budgets; prepare adjustments as necessary.
Assist in preparation of budget performance submissions and finalization of budget performance reports, analyse variances between approved budgets and actual expenditures.
Monitor integrity of various financial databases.
Verify accuracy of input data , ensuring consistency of data.
Periodic reconciliation of accounts.
Review cash advance requests and upon certification by the fund management officer prepare payments for final disbursement by cashier.
Review incoming expenditure reports and upon certification by the fund management officer input in relevant databases/systems.
Notify payees on status of payments.
Assist fund management officers regarding queries on budget, payment and deposit related issues and draft related correspondence.
Maintain updated files and archives as required.
Prepare project completition and closing revisions including all supporting documents.
Perform other related duties as assigned.
Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD);
Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Qualifications for the Finance Assistant Job
A university degree in business administration or a related field.
At least 2years experience in Finance or related field
Advanced university degree(Masters in Bussiness administration will be an added advantage.
Language: English,Knowledge of other UNV Languages is desired -
Human Settlements Officer PROGRAMME OFFICER
Responsibilities Contributing to developing the work Programme for the major regions of the world with a focus on regional needs in accordance with UN-Habitat’s Global Work Programme and within its overall policy framework. Facilitating the coordination and implementation of regional work plans, including the planning and organizing of regional meetings and events, through close strategic partnerships with UN-Habitat’s key partners in the region and the integration of the projects and programmes of the regional office for maximum impact. Providing substantive leadership in conceptualization and vision-building for the preparation of the Project Office/TAB reports on the State of the Cities for Africa, Asia-Pacific, Arab States, Europe States and Latin America-Caribbean regions. Through the conceptualization and preparation of UN-Habitat’s regional reports, contributing to the information management component in Africa, Asia-Pacific, Arab States, Europe and Latin America-Caribbean regions, as a primary tool for transfer of normative messages on emerging trends and conditions to regional, national and local constituencies and for feedback to HQ for purposes of global thematic analysis and dissemination. Providing conceptual and other substantive leadership and guidance for the preparation of re-current Project Office/TAB publications, including but not limited to Annual Activities Reports and Annual Operational Reports. Preparing ad-hoc reports as requested to be submitted to the Office of the Executive Director (OED), donors and other UN agencies, including the Secretary General. Representing UN-Habitat vis-a-vis Government Authorities at the regional, national and local levels with a view to coordinating and enabling regional, national and local activities around the substantive and normative mandates of UN-Habitat as well as in high-level public events with crucial partner constituencies, Municipal Governments, Parliamentarians, UN Agencies, donor agencies, NGOs etc.
Taking a proactive role in resource mobilization from multilateral, bilateral, national funding agents as well as multilateral and regional banks to ensure financial viability.
Perform any other relevant duties. Competencies PROFESSIONALISM: 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. 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. ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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
Education Advanced university degree (Masters or equivalent) in Architecture, Planning or any other human settlements related discipline. A first-level university degree in combination with a combination of two years professional experience and academic qualifications may be accepted in lieu of the advanced university degree. Knowledge on current and emerging human settlements related issues is an added advantage..
Work Experience Minimum of seven years of relevant professional experience, preferably at the international level, in Architecture, Planning or any other human settlements related discipline is required. Proven experience and solid knowledge of the normative activities of UN-Habitat is desirable.. Experience in Africa, Arab States, Asia-Pacific, Europe and Latin America and the Caribbean would be an added advantage.
Languages English and French are the working languages of the United Nations Secretariat. For this position fluency in oral and written English is required. Knowledge of another UN language is desirable.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law. 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.Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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Staff Assistant
Responsibilities
Assist in Division and Programme-wide coordination
Ensure smooth secretarial support to the Director, overseeing special assignments and giving guidance to colleagues over office procedure and special instruction;
Consolidate mission and leave forecasts for the Programme Division, including consolidating forecasts for the sub-programme co-ordinators and regional directors;
Assist with travel arrangements for the Director, ensuring the appropriate authorizations are received;
Participate in the preparation of staff and/or any other meetings as requested by the Director, including organizing, booking the venue and raising the appropriate documents in Umoja;
Organize meetings with ministers, senior governments personnel, ambassadors:
Representatives of the media and non-governmental organizations, including facilitating smooth entry into the complex by liaising with security for clearance;
Answer routine queries and acknowledge all documents and important letters in the absence of the Director.
Process Communication
Receive, screen and track incoming correspondence, drawing the Director’s attention to specific issues for his attention;
Draft replies to general and administrative correspondence on the basis of instructions and/or own initiative, and finalize such correspondence.
Other Duties
Arrange appointments and receive visitors;
Assist in preparing the Director’s agenda;
Maintain the filing system (paper and electronic), ensuring that all activities supported are traceable and accessible when required;
Serve as focal point, leave monitor, time attendance monitor for the Division;
Initiate requisition of goods and services as required, including raising shopping carts in Umoja and other associated processes;
Ensure office equipment such as photocopiers are well maintained;
Act as procurement focal point of the Division;
Perform other relevant duties as assigned.
Competencies
Professionalism: Knowledge of general office and administrative support including but not limited to administrative policies, processes and procedures related to budget, finance, procurement, and human resources . 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.
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
Completion of secondary education is required. Supplementary training in secretarial, work from a recognized secretarial college and/or diploma in business administration and/or other relevant qualifications, is required.
MUST have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.
Work Experience
A minimum of seven (7) years of progressively responsible working experience in or related area, is required.
Working knowledge of enterprise resource planning (ERP) is desirable.
Experience in working with MS Word, Excel, PowerPoint and other software packages will be an advantage.
Languages
English and French are the working languages of the United Nations Secretariat.
For this post, fluency in written and oral English is required.
Working knowledge of the French language is desirable.
Working knowledge of other UN official languages is desirable. -
Administrative Officer
Responsibilities
Under the guidance of the Director, Office for Operations and Corporate Services and supervision of the Chief, Resources Management, and within delegated authority, the incumbent will be responsible for the following duties:
Budget and Finance: Initiate and conduct studies to improve budget reporting systems and cost-effective utilization of program resources.
Monitor and control budgetary allocations through regular reviews; draft routine and ad hoc outputs; and provide effective monitoring reports and data.
Identify deviations from plans and propose corrective measures.
Establish and maintain a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.
General Administration. Oversee overall UNEP procurement and travel while acting as advisor to Director OfO and as a corporate focal point for Umoja supply chain and for travel (including Umoja related roles).
Provide policy support to Director OfO on archives and record keeping. Supervise a staff team and/or provide advice to others on general administrative matters such as financial administration and management information issues and practices to colleagues.
Act as secretary to the UNEP Partnership
Committee, keeping records and organizing meetings and ascertaining due diligence for new partnership requests. Act as UNEP focal point for Nairobi common services.
Act as corporate focal point for business continuity and enterprise risk management Implement and monitor support services, including procurement of supplies and services; transport, travel and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements.
Produce major/complex reports for management.
Provide expert guidance and leadership to more junior staff. Perform other related duties as required, such as, reviews of offices and departments at headquarters/outposted offices, operational travel program, adequacy of departmental space requirements, and technology requirements.
Human Resource Management: Support HR resource management. Represent the Department/Unit at Departmental Panels and appointment bodies.
Review post incumbency reports for purposes of vacancy management and staffing table control. Perform other related work as required.
Competencies
Professionalism: Proven ability to provide guidance and advice in development and implementation of programmes and policies covering a broad range of issues. Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations.
Conceptual analytical and evaluative skills to conduct independent research and analysis.
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.
Planning & Organizing: Demonstrated planning and organizational skills and ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities. Ability to work under pressure, applying contingency measures to adjust plans and resources effectively.
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
Advanced university degree (Master’s degree or equivalent) in business or public administration, information technology, finance, accounting, law or related area.
A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of seven (7) years of progressively responsible experience in administration, finance, accounting, procurement or related fields.
Experience in working in an international organization is desirable.
Experience in using Umoja Enterprise Resource Planning (ERP) system, particularly in the areas of procurement and travel is an asset.
Experience with public and private sector partnerships are highly 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 UN language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. -
Driver
Special Notice
This position is funded for an initial period of one year, extension of appointment will be subject to budgetary approval. Appointment against this post is on a local basis. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Interested applicants who are working with UN Contractors must fulfil the obligations of their contracts with the UN Contractors in order to be eligible to apply for this vacancy.
Organizational Setting and Reporting Relationships:
This position is located in Nairobi, Kenya. The incumbent will be under the overall supervision of the Transport Officer and the direct supervision of the Transport Assistant.
Duties and Responsibilities for the Driver Jobs:
Within the delegated authority the driver will be responsible for the following duties:
Duties include driving, making local deliveries and general maintenance of the light vehicle the incumbent drives.
Drives light vehicles safely for the transport of authorized personnel and for the transport of general cargo goods.
Collect and delivers parcel, documents on behalf of UNSOS.
Takes care of the day-to-day maintenance of the assigned vehicles, check oil, water, battery, brakes, tires, etc.;
Ensures that vehicle is kept clean.
Logs official trips, daily mileage, gas consumption, oil changes, greasing, etc.
Ensures that the steps required by rules and regulations are taken in case of involvement in an accident.
Meets official personnel at the airport
Performs other duties as assigned.
Competencies for the Driver Jobs:
Professionalism – Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter, 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.
Accountability – Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education: High school Certificate. Mechanical or vocational certificate in vehicle management is a desirable.
Qualifications for the Driver Jobs:
Education: High school Certificate. Valid driver’s license.Mechanical or vocational certificate in vehicle management is a desirable.
Experience: A minimum of one years of experience in provision of driver services. Experience as a driver with a safe driving record. Experience in driving a variety of makes and models of vehicles, light passenger vehicles. United Nations system or the private sector experience 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 other UN language is an advantage. Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competencybased interview.
Additional Information:
Candidates who are not selected, but whose performance in the interview process nevertheless demonstrated them to be suitable for a similar function may be kept on a roster for up to 12 months. Candidates placed on the roster may be considered for selection against future vacancies for the same function and level.