Key Functions and Accountabilities:
Provide administration and operations support to the Regional Office (RO) in accordance with UN Women rules and regulations and policies and strategies:
Contribute to an annual workplan for the Operations Team and monitor the implementation and monitoring;
Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
Support the Operations Manager to ensure effective information flow, communication, and coordination across the team on operational matters;
Provide administrative support to the Operations Manager in coordinating meetings with country office Operations Managers, planning of trainings for the operations/ projects staff on administrative related matters;
Provide logistics support of the Operations Unit’s oversight or monthly meetings, including booking conference rooms, and recording minutes of the meetings and monitor follow up activities, as requested;
Provide logistics support for global conferences and workshops organized by HQ and other offices, including the global conference in Nairobi.
Provide technical support and guidance to colleagues on operational issues;
Ensure a continuous and up-to-date flow of information between the CO’s and the RO as needed;
Coordinate the pre-audit preparations for the regional office to be audit ready and complete the pre-audit checklist;
Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents;
Support the Operations Manager in the management, updating, and implementation of the BCP/BCCA (Business Continuity Plan);
Update the Operations Workplan reporting in RMS (Quarterly and Annual) based on reviewed contributions by various Operations Units;
Maintain a database on travel costs and expenses for the different office missions undertaken to assist finance in budgeting for travel.
Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate :
Requests and initiate procurement procedures for office and project equipment, supplies and services;
Prepare Purchase Orders (PO) and contracts in and outside Quantum, create vendor profiles in Quantum;
Review procurement processes conducted by projects; submissions to the Procurement Review Committee.
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
Organize travel including flight booking; vendor registration; purchase of tickets; and Daily Subsistence Allowance (DSA) and terminal calculation for all travelers;
Processing vendor payments including and not limited to tickets, hotel and meeting expenses;
Perform Buyer role in Quantum System to prepare/close travel Purchase Orders (POs) and contracts in and outside Quantum system;
Act as Quantum Supplier Maintenance focal point for the Regional Office and technical support on supplier maintenance for ESA country offices;
Maintain the Database and e-record management – Organize physical files, regularly upload, manage, and track travel and admin documents in the SharePoint
Maintain a database on travel costs and expenses for the different office missions undertaken to assist finance in budgeting for travel.
Contribute to knowledge sharing:
Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
Compile lessons learnt and best practices in administration, procurement, and human resources.
Assist the Operations Manager in implementing security measures as per the UN Safety and Security guidelines.
Provide administrative support in collecting, updating, and communicating information regarding UN security compliance
Provide support on synthesis of lessons learned and best practices related to operations and financial management
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization:
Competencies:
Core Values:
Integrity;
Professionalism;
Respect for Diversity.
Core Competencies:
Awareness and Sensitivity Regarding Gender Issues;
Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.
Functional Competencies:
Ability to administer and execute administrative and procurement processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Strong knowledge of administrative rules and regulations;
Strong IT and management skills;
Ability to extract and interpret data;
Ability to priorities work and to multi-task;
Recruitment Qualifications:
Education and Certification:
Completion of secondary education is required;
Bachelor’s degree in business, Administration and Finance is an asset.
Experience:
At least 6 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required;
Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Apply via :
estm.fa.em2.oraclecloud.com