ADMINISTRATIVE OFFICER

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be between 111,152 USD and 145,545 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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) and the United Nations Human Settlements Programme (UN-HABITAT) and the Resident Coordination System (RCS) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This post is located within Facilities Management and Transportation Section (FMTS), Central Support Services, Division of Administrative Services, UNON. This position reports directly to the Deputy-Chief, Facilities Management & Transportation Section.

Within delegated authority, the Administrative Officer will be responsible for management and oversight of the section’s provision of facilities, logistics and commercial services at the United Nations Office at Nairobi (UNON), and as such apply professional expertise in the performance of the following duties:

Responsibilities General Administration: - Ensures appropriate oversight, contract management, coordination, monitoring, and mechanisms for provision of services related to logistics comprising official transport, staff bus, shuttle, taxi, car hire, electric vehicle fleet services and associated client booking, vehicle tracking, garage servicing and maintenance services. - Ensures appropriate oversight, coordination and mechanisms for facilities and logistics related events management services, including facilities/ premises, catering and transport provision for conferences, meetings, and events. - Ensures appropriate oversight, contract management, monitoring, and mechanisms for provision of services related to catering and food services, commissary, fuel station, and recreation center premises and operations. - Applies industry sector knowledge, management experience and expertise to research and strategically augment and expand client services offerings, in line with industry best practice, procedures and level of demand related to catering, hospitality, staff transport, events and customer goods and services, and with keen focus on environmental sustainability and compliance with the section’s environmental management system targets/ objectives. - Manages all section client/ customer interface mechanisms, including implementation of appropriate client relationship management communications for all services, coordination of periodic client satisfaction surveys, and provision of training and support to the facilities, logistics and commercial services staff in appropriate customer service relations. - Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.

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. - Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. - Supervises, guides and motivates section staff, and ensures cross functional training and opportunities in varied roles/ responsibilities to support strategic business and operational objectives.

Budget and Finance: - Inputs into section multi-year plans and budgeting activities with respect to preparation and implementation of the respective unit’s work programme, ensuring that financial resources are sufficient to implement activities in accordance with the strategic and programme/ operational business plans, including preparation of client services projections, services rate cards, financing mechanisms and associated billing modalities. - Monitors and reviews the unit’s work programme and budget by conducting regular and periodic reviews to assess progress of actual work versus programme/ operational business plans. Coordinates the production of programme reports. - Defines requirements and work across the respective unit’s operations with respect to improving budget/ financial reporting systems, cost-effective utilization of program resources and safeguarding of program assets. - Develops procedures and implements the same to ensure that accounting and financial management controls are consistent with UN policy and practice, including necessary controls to avoid potential fraud such as computerised client booking, tracking, and billing systems, random checks, and monitoring of duty-free consignments. - Supervises and/or provides guidance on financial administration and management information issues and practices, including cost recovery mechanisms for the respective unit’s facilities, logistics and commercial services including review of sales reports provided by service providers related to administrative fees, and processing of facilities/ premises rental and utilities charges. - Inputs into and manages all audits related to the respective unit’s services. - Performs other related work as required.

Competencies - PROFESSIONALISM: Knowledge of and ability to manage multiple complex and or diverse facilities, logistics and commercial services. 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 evaluate skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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.

• 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.

• 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 problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

  Education Advanced university degree (Master’s degree or equivalent) in business administration, economics, commerce, hospitality, logistics or related area is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience A minimum of five years of progressively responsible experience in business administration, commerce, hospitality, logistics or related field is required.

Experience in managing facilities, logistics and commercial services including the areas of transport, catering, hospitality, supply chain or related field is desirable.

Experience within an international business environment is desirable.

Experience with events management is desirable.

2 years or more of experience in data analytics or related area is desirable

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Working knowledge of another UN language is considered an asset.

Assessment Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview.

Special Notice Appointment against this post is for an initial period of one year and may be subject to extension.

Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staffs 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.

Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have, elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations.

Internal Applicants – when completing the PHP, 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 email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 March 2022, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, China, Comoros, Cuba, Cyprus, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Haiti, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Republic of Korea, Saint Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, Somalia, South Sudan, Thailand, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

No Fee 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.