Resident Coordinator System Administrative Officer Jobs in Kenya
Org. Setting and Reporting
The position is located at the United Nations Office at Nairobi (UNON) in Nairobi and encompasses provision of operational support services to Resident Coordinator Offices related to human resource administration, procurement, travel or other administrative needs of RCOs. In its Resolution A/RES/72/279, the United Nations General Assembly endorsed the transformation of the Development Coordination Office (DCO) as a stand-alone coordination office within the United Nations Secretariat.
The new DCO assumes managerial and oversight functions of the resident coordinator system under the collective ownership of the members of the United Nations Sustainable Development Group (UNSDG). The incumbent will report to the Chief, RC System Business Management Branch and work closely with team leaders within the branch.
The Administrative Officer reports to the Chief, Global Resident Coordinator (RC) System Operations Section in the RC System Business Management Branch (UNDCO) based in New York.
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties:
Human Resource Management
Effectively coordinates actions relative to the administration of 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. Budget and Finance
Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.
Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.
Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
Provides guidance and leadership to more junior staff.
General Administration
Coordinate operational support requirements for RCOs through the network of designated regional service providers, global service providers and operational support staff embedded within Regional Service Providers (RSPs) by UNDCO and provide day to day-to-day and performs other related administrative duties, as required (e.g., procurement and inventory management; operational travel, 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 and systems)
Facilitate UMOJA role mapping procedures for RCOs as needed for the work related to procurement, , operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
Work closely with UNON and other Regional Service Providers (RSPs) to ensure overall quality assurance including queries and transaction requests received from RCOs to Regional Service Providers and UNON; serves as escalation point for requisitioners; resolves complex transactional issues and client inquiries; identifies and escalates potential issues/risks and technology improvement opportunities.
Provides advise to RCO requisitioners, regional focal points on appropriate approaches to be used in resolving any potential issues (HR, Travel, and other administrative services);
Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
Reviews adequacy of departmental space requirements.
Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
Performs other related work as required. Work implies frequent interaction with the following: Staff within DCO both in New York and Regional Development Coordination Offices; Staff in Resident Coordinator Offices (RCOs) including administrative assistants and executive assistants Counterparts in other UN departments, entities and/or agencies.
Results Expected:
Applies specialised expertise with respect to a range of human resources, programme planning, budget, financial and administrative management tasks of the Department/Unit. Uses initiative to resolve problems/identify exceptions which may arise from time-to-time.
Competencies
Professionalism – 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; is motivated by professional rather than personal concerns; remains calm in stressful situations.
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& 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 problem.
Education
Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with two years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.
Experience working at HQ and/or Regional Office in operations and procurement is desirable.
Work experience with the UN Resident Coordinator System and/or UN Country Team is desirable.
Experience in the United Nations system or a comparable international organization is desirable.
Languages
Fluency in English (both oral and written) is required. Knowledge of another UN official language is an advantage.
How to Apply
For more information and job application details, see; Resident Coordinator System Administrative Officer Jobs in Kenya
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