United Nations Office on Drugs and Crime Assistant Administrative and Programme Management Officer Jobs in Kenya
Org. Setting and Reporting
This position is located in the Regional Office for Eastern Africa (ROEA) in Nairobi (Kenya), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Assistant Administrative and Programme Management Officer will work under the overall supervision of the UNODC Representative of ROEA, direct supervision of the Crime Prevention and Criminal Justice Officer (Head of the Crime Prevention and Criminal Justice (CPCJ) Programme) in ROEA, and the Programme Officer for the project.
Responsibilities
The incumbent will be responsible for providing substantive assistance and contribution in the area of administration, human resources, programme management and implementation, reporting, monitoring and evaluation in conformity with United Nations rules and regulation, and policies for the implementation of the Alternative to Imprisonment Project in Kenya. Within assigned authority, the Assistant Administrative and Programme Management Officer will be responsible for the following duties:
End Beneficiary/Implementing Partner (IP) Management
Coordinate the creation and maintenance of IP Business Partners details in the grantor management system, ensuring proper banking details.
Assist with coordinating the creation and approval of the grantor programmes (programmatic approval and financial approval).
Assist in initiating and monitoring the negotiation terms and conditions with the selected Implementing Partners/End Beneficiaries.
Assist in monitoring the recording and approval of funds certification as part of the Grantor Management process.
Create payment requests, amendments, refunds, recovery and closure of grantor agreements where necessary ensuring compliance with agreement terms and UN secretariat rules and regulations.
Participate in the drafting of project documents/revisions ensuring that they are coherent and correspond with the agreed format.
Assist in project/programme planning, monitoring, and reporting in the Integrated Planning, Management and Reporting (IPMR) system.
Human Resources management
Assist in human resources related activities for the programme; draft terms of reference, prepare short-lists, prepare written and oral questions; assist in guiding programme personnel towards the achievement of the programme’s objectives.
Provide support in initiating and coordinating actions covering the entire span of human resources staffing activities (classification reviews, recruitment, placement, reassignment, promotion, performance management, separation), ensuring consistency in the application of the Staff Rules and human resources procedures.
Provide support to the engagement of non-staff personnel (consultants, individual contractors, UN Volunteers).
Prepare vacancy announcements for staff, interns and Consultants, Individual Contractors, reviews applications, and provide a short-list to relevant staff for evaluation.
Assist in performing consulting assignments, in collaboration with the client, by planning facilitating workshops, through other interactive sessions and assisting in developing the action plan the client will use to manage the change.
Represent the programme at interview panels and appointment bodies.
Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Provide information on the office’s staffing needs for inclusion in pillar’s staffing table.
Budgeting staff costs in SAP in line with the online staffing table.
Research and Analysis
Provide assistance and support in survey initiatives; assist with design of data collection tools; issue data collection tools, reviews, analysis and interpretation of responses, identify problems/issues and prepare preliminary conclusions in consultation with the supervisor.
Assist in the preparation of various written outputs, e.g. draft background papers, analytical notes, sections of reports and studies, inputs to publications, etc.
Contribute to the collection and analysis of data and identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
Document requirements and background information used for data analysis.
Carry out basic research on selected local aspects of programmes, operations, and other activities, etc., to include collecting, analysing and presenting statistical data and other information gathered from diverse sources.
Provide assistance and support for policy coordination and evaluation functions, including the review and analysis of emerging issues and trends, participation in evaluations or research activities and studies.
Administrative Support
Provide administrative and substantive support to consultative and other meetings, conferences, etc., assist with proposing agenda topics, identifying proposed participants, preparation of background documents and presentations, handling logistics, etc.
Undertake outreach activities; participate in the development of training workshops, seminars, etc.; participate and assist in making presentations on assigned topics/activities.
Participate in field missions, including provision of substantive and administrative support, data collection, etc.
Monitor and supervise the work of subordinate staff as may be required.
Assist with the development of relevant annual/quarterly plans, such as procurement plans, staff development plans, quarterly recruitment plans, quarterly leave plans, quarterly official mission plans, etc.
Perform 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).
Act as back-up for other Administrative Officers.
Assist in activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and preparation of related documents/reports (pledging, work programme, programme budget, etc.).
Perform other work-related duties as required.
Education
An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, law, management sciences, or related field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of two years of progressively responsible professional experience, including relevant experience in managing programme/project activities in the area of Crime prevention, criminal justice, or drug control is required.
The minimum years of work experience is reduced to 0 for applicants with an advanced university degree.
Experience in working with Enterprise Resource Planning (ERP) systems is desirable.
Experience with Trust Funds management, Financial and Administrative Framework Agreement (FAFA) agreements and EU funded projects is desirable.
Experience in the recruitment of staff and engagement of consultants is desirable.
Work experience with SAP/Umoja is desirable.
Experience with human resources Oracle based recruitment systems such as UN Inspira is desirable.
Experience working with Implementing Partners is desirable.
Work experience within the United Nations system or a similar international organization is desirable.
Experience in data analytics or related area 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 Swahili is desirable. Knowledge of another official United Nations language is an advantage.
How to Apply
For more information and job application details, see; United Nations Office on Drugs and Crime Assistant Administrative and Programme Management Officer Jobs in Kenya
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