Administrative Support Officer

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Within the framework of the UNODC Regional Programme for Eastern Africa (2016-2023), UNODC through its Regional Office for Eastern Africa (ROEA) and in close coordination with the headquarters, aims, among other, to promote and support Member States in Eastern Africa to implement effective policy, legislative, and technical responses to transnational organized crime, terrorism, and illicit trafficking. To that end, the UNODC ROEA Transnational Organized Crime, Illicit Trafficking and Terrorism Prevention Programmes (TOC/CT Programmes) are pivotal to UNODC’s mandate to assist Member States in preventing, suppressing, and prosecuting transnational organized crime, terrorism, and related offences in Eastern Africa. In turn, the TOC/CT Programmes are implemented through various projects, including a project on supporting the Eastern Africa Police Chiefs Cooperation Organization (EAPCCO) and its regional Counter-Terrorism Centre of Excellence (CTCoE) to prevent and counter terrorism and transnational organized crime in Eastern Africa. The three-fold objective of the initiative is to support to the CTCoE personnel and

seconded staff from EAPCCO member countries to develop the Centre’s capacity to act as a regional expertise hub, enhance the knowledge, skills, and capacity of the law enforcement and criminal justice practitioners to prevent and counter terrorism and transnational organized crime through specialized capacity-building, and to strengthen the regional cooperation and exchange of good practices on detecting, preventing, investigating, and prosecuting terrorism, violent extremism, and transnational organized crime in Eastern Africa. The Volunteer will support the administrative and logistical arrangements for the implementation of the UNODC project “Supporting EAPCCO and its Regional Counter-Terrorism Centre of Excellence to Prevent and Counter Terrorism and Transnational Organized Crime in Eastern Africa”.

Within the delegated authority and under the supervision of the Head of Transnational Organized Crime, Illicit Trafficking and Terrorism Programmes, ROEA – UNODC, the UNV will:

· As part of a team and in line with the applicable UN rules and regulations, contribute to the implementation of activities including secretarial, administrative, and logistical arrangements for workshops, meetings, conferences, and expert missions to support the implementation of the UNODC project on supporting the EAPCCO and its CTCoE. · In connection with the project, perform general administrative tasks (including leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). · Monitor processes related the project outputs, activities, and tasks; assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with the relevant legal, financial, and other requirements. · Prepare official correspondence and other communications (including invitation letters, note verbales, etc.) using standard word processing package; produce a wide variety of large, complex documents and reports. · Proofread and edit documents for accuracy, grammar, punctuation, style, and formatting. · Perform data entry and extraction functions; generate a variety of standard statistical and other reports, work orders, etc., using various databases. · Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff; maintain hard- and soft-copy files and databases. · Screen phone calls and visitors; respond to moderately complex information requests and inquiries (e.g., answers requests requiring file search, etc.), and as necessary, refer inquiries to appropriate officers. · Review, record, distribute, and/or process mail and other documents; follow-up on actions. · Update and maintain large distribution lists; monitor, prepare, and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc. · Provide guidance to less experienced staff on general office processes and procedures, computer applications, etc. · Performs other tasks and assignments as necessary.

Results/expected outputs: As part of a team, the Volunteer will be involved in supporting specified aspects of the work of UNODC ROEA Transnational Organized Crime, Illicit Trafficking, and Terrorism Programmes, and will receive guidance, supervision, and on the job-training on a regular basis. Additional training opportunities may become available through participation in specialized courses in the area of work and attendance to substantive events including field missions, seminars, workshops, etc. Through the assignment, the UN Volunteer will have: · Gained improved knowledge on providing administrative and logistical support to capacity-building programmes and projects aimed at preventing and countering transnational organized and terrorism; · Gained direct administrative work experience in supporting complex regional programmes in the areas of transnational organized crime and terrorism prevention; · Gained exposure to the overall work of the United Nations, as well as improved skills in leading the relevant administrative work processes in line with the UN regulations and rules; · Gained exposure to the overall work of the United Nations in the field of programme support; · Gained experience in event planning and implementation; · Improved skills in collecting, collating, analyzing, and presenting complex information related to the implementation status and other parameters relevant for the programme and project implementation; · Improved skills in providing logistical support for the preparation and implementation of national/regional activities (e.g. training, missions, workshops, study tours, etc.) provided; · Learn to conduct administrative monitoring and reporting to line and senior management in line with the UN regulation and rules; · Weekly written and/or oral updates to the ROEA Head of Transnational Organized Crime, Illicit Trafficking and Terrorism Programmes and Programme Managers provided; · Monthly written reports to the ROEA Head of Transnational Organized Crime, Illicit Trafficking and Terrorism Programmes and Programme Managers, detailing work undertaken and progress achieved within the month, provided; All the outputs should be submitted in English and meet the satisfaction of UNODC according to the following indicators:

• Quality of the reports produced; • Technical competence; and • Timeliness of the delivery.

Professionalism: demonstrated understanding of operations relevant to UNODC; technical capabilities or knowledge relevant or transferrable to UNODC procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; · Integrity: demonstrate the values and ethical standards of the UN and UNODC in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; · Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; · Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. · Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; · Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; · Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; · Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNODC mission and vision, as well as to the UN Core Values.

providing secretarial, administrative, and logistical support is required; a first-level (bachelor’s) university degree is desirable

· Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) is desirable; · Experience making administrative arrangements for meetings and events, including travel, is required; · Experience in document management is desirable; · Experience in drafting documents and correspondence is desirable; · Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet is required; · Accuracy and professionalism in document production and editing, are required; · Experience working in an international setting such as the United Nations or any other international organization is desirable. · Excellent oral and written skills in English, including drafting, formulation, and reporting skills, is required; · Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including high-level government officials. · Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; · Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighboring Somalia, Ethi-opia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; Na-tional Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties. Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO). Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services and educational facilities are readily available. The city is widely connected through its main airport, Jomo Kenyatta International Airport and the smaller Wilson Airport. Air transport is also available to many up-country destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that it serves as the headquarters for both the UN HABITAT and UNEP. The socio-economic and cultural background of the immediate society the UNV would be living and working in is diverse and prevailing security conditions at the place of assignment is modest. The topographic and climatic features of the assignment location is highland cool and warm tropical climate.