Org. Setting and Reporting
The position is located in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
This position-specific job opening is being advertised for the position of Associate Administrative Officer in Nairobi, Kenya. Under the overall supervision of the Head of Office, OCHA Regional Office for Southern and Eastern Africa (ROSEA), the incumbent reports to the Head of Administration Unit.
Responsibilities
Within delegated authority, the Associate Administrative Officer will be responsible for the following duties:
SURGE SUPPORT
- Travels to provide support on administrative functions to ROSEA HATs and country operations in Southern and Eastern Africa, as requested, including to facilitate human resources management, budget and finance, travel/logistics and general administration tasks.
HUMAN RESOURCES MANAGEMENT:
- Undertakes actions related to the administration of the office’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Provides information on office’s staffing needs for inclusion in department’s staffing table.
BUDGET AND FINANCE:
- Assists in developing the office’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
- Supports the implementation of procedures and systems for implementing the appropriate financial database.
- Contributes to the development of budgetary guidelines for own unit.
GENERAL ADMINISTRATION:
- Supervises and/or prepares Umoja travel authorizations, travel requests, expense reports, ensuring appropriate justification, costing and approvals are in place. Verifies travel claims submitted for settlement and track outstanding payments.
- Supervises the management and tracking of the office inventory/equipment and ensures that the related records are regularly updated with the year-end physical verifications conducted.
- 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.
- Drafts or directs the drafting of personnel-related correspondence.
- Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and processes payment to vendors and individual contractors for services, physical space planning and the identification of office furnitures/technology needs.
Competencies
PROFESSIONALISM:
Knowledge and understanding of humanitarian, emergency relief assistance and related humanitarian issues. Ability to identify issues, analyse and participate in the resolution of issues/problems. Ability to develop sources for data collection. 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, work under pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
TEAMWORK:
Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
PLANNING 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
An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).
Work Experience
A minimum of two (2) years of progressively responsible experience in administration, finance, human resources management, or the successful completion of the Young
Professionals Programme Examination (YPP)/United Nations National Competitive
Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P) is required.
Experience working on administration in support of humanitarian operations/action is required.
Experience in the field (actual setting where a mission and/or project is being implemented) in emergency situations (complex emergency or natural disaster) is required.
Experience in the UN Common System or other comparable international organization is desirable.
Languages
French and English are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
Assessment
The evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. 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.
This position will require regular travel on surge within and potentially outside the region. Candidates are expected to be available and willing to surge for up to three months at a time.
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. An impeccable record for integrity and professional ethical standards is essential.
Please apply on the official website using the link(s) below
