Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UNHabitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Commercial Operations Cell of the Facilities Management and Transport Section (FMTS) under Central Support Services in the Division of Administrative Services (DAS) of the United Nations Office at Nairobi, with responsibilities related to coordination, monitoring and follow-up of all procurement, budget, financial and programme management issues for FMTS. Under the direct supervision of the Administrative Officer, Commercial Operations Unit (COU) and the overall supervision of the Deputy Chief of Section FMTS, the incumbent will perform the following duties:
UN Recreation Centre: • Responsible for HR related administrative support inclusive of but not limited to maintaining rosters of administrative staff and instructors, and documents related to instructors’ contracts and monthly pay. • Provide financial related administrative support to Commercial Operations Unit (COU) inclusive of but not limited to processing of United Nations Recreation Centre (UNRC) related payments in accordance with existing contracts; help in processing of monthly bills. • Provide banking support; and handle petty cash. Produce basic monthly financial reports on revenue. • Focal point for the client database management system. Responsible to ensure system is optimally operating, vendors meetings are regularly scheduled, and that new products and pricing is up to date. • Assists the Chief, COU as focal point for customer service issues relating to the UNRC. • Acts as focal point for transportation of UNRC reception staff including contract management, billing and any other performance issues. • Support the introduction and implementation of Event Management initiatives and activities at the UNRC not limited to provision of customer relations training in events management and periodic client satisfaction surveys for events management. Procurement: • Provide COU procurement related administrative support inclusive of but not limited to processing of Low Value Procurement (LVP) cases; creation of terms of reference for requisitions, raising of shopping carts in Umoja and assistance with bidders’ conferences. • Assist the COU supervisor in monitoring contract compliance and/or making contract amendments or adjustments to Not To Exceed (NTE) where necessary. • Responsible for procurement for all COU consumables. • Act as focal point for supplier VAT applications and for payment follow up. Will also act as focal point for delivery and receipt in conjunction with Property Management Unit (PMU). Administrative Responsibilities: • Provide support for archiving and updating of rules and regulations related to COU business areas. • Acts as communication focal point relating to all COU business areas. Communication mechanisms include but are not limited to digital application development, loyalty programs, email broadcasts, posters, newsletters, management of all COU bulletin boards and surveys. • Acts as a backup to the supervisor for authorization for commissary access, shift reports, and fuel station applications. • Works closely with the Finance Assistant to ensure all COU & UNRC expenses are captured on time each month for reconciliation. • Acts as focal point for information on COU activities and extends professional customer service to all COU customers. • Acts as special event focal point on behalf of COU. Is responsible for coordination of business development activities including but not limited to membership drives, event and Co-working spaces and increasing new customers. • 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. • Perform other duties as assigned.
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. PLANING 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. 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.
Completion of high school diploma or equivalent is required. Supplemental training in administration, finance and contract management or related area is desirable.
Job – Specific Qualification
A minimum of Seven (7) years of experience in administrative services, finance, procurement, accounting, or related area is required. The minimum year 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. Experience and knowledge in administrative functions including basic reporting, accountability mechanisms, office management, computer skills and familiarity with the MS office software is desirable. Experience in events management is desirable. One (1) year or more of experience in data analytics or related area is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French or 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.
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Appointment against this position is for an initial period of one year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. ” At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. 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. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.