Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON performs representation functions with permanent missions, the host government, and governmental and non-governmental organizations in Nairobi. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This Post is located at the United Nations Office at Nairobi within the Facilities Management and Transport Section. Within delegated authority, and under the overall supervision of the Project Manager for the Replacement of Office Blocks A-J Project and the Chief, Facilities Management & Transportation Section, the Administrative Officer shall be responsible for ensuring the efficiency of human resource administration and the accuracy and completeness of the finance, budget and fixed asset administration of the project, by carrying out the following duties:

Responsibilities

Budget and Finance Administration
• 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.
• Reviews and analyses project budget and financial data with respect to the finalization of cost estimates and budget proposals in terms of staff and non-staff requirements, and provides support to project managers and technical focal points with respect to the elaboration of resource requirements for facilities and project budget submissions.
• Monitors project budget implementation, determines and coordinates reallocation of funds, when necessary, coordinates the review and subsequent processing of all projects related payments and ensures these are in line with approved budget allocations, and monitors expenditures to ensure that they remain within authorized levels.
• Prepares relevant financial documentation with respect to periodic annual facilities and project budget performance reporting submissions, including staff and non-staff facilities and project cost plans, annual and cumulative expenditure performance reports and elaboration of related project annual resourcing requirements, as well as analyses of variances between approved budgets and actual expenditures and makes appropriate recommendations with respect to the finalization of budget performance reports.
• Provides substantive support to the Chief, as part of annual facilities and project progress reporting to legislative bodies, prepares responses to inquiries related to finance and budget performance, and inputs into periodic audits.

Fixed Asset Administration
• Ensures the accurate establishing of facilities and project asset under construction (AUC) project cost structures, accurate review and continued monitoring of procurement actions and payments related to established AUC project structures, timely review of all the AUC project costs once the project has been completed, and timely preparation of documentation necessary to support recording and close out of accounts, the resulting adjusting in accounting entries and proper maintenance of facilities and project fixed asset related records, necessary for preparation of financial statements in line with UN IPSAS policies.
• Provides expert guidance to project managers and technical focal points to ensure proper recording of information related to AUC and related building and infrastructure related fixed assets, including coordination, monitoring and correct recording of all supporting bills of quantities information related to acquisition of new building and infrastructure assets and impairment, transfer, and disposal of existing building and infrastructure assets.
• Ensures preparation, presentation to and timely approval by relevant Property Survey Boards of documentation related to the potential obsolescence of fixed assets, as well as related disposal of obsolete building and infrastructure related components.

Human Resource Administration
• 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.

General Administration
• Oversees work related to procurement, billing, travel and the evaluation of vendor contracts, and payment to vendors (consultants and contractors) for services
• Keeps up to date on documents, reports, and guidelines that have a bearing on matters related to program and or budgets, ensuring compliance with UN policies and procedures, including the UN IPSAS policies and procedures. Oversees the identification of office furniture, construction related PPE, technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• 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.
• Ensures that requirements, background information used for data analysis are documented.
• Performs other related work as required.

Competencies

PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Specific knowledge of financial and accounting principles and practices. Knowledge of IPSAS requirements in relation to fixed assets. Knowledge of property management. Ability to identity sources for data collection, conduct independent research and analysis, identify, apply analytical and evaluative skills to resolve budgetary problems, and formulate options and present conclusions. 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; 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.

ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, or related field is required. A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree. Additional qualification and or training in fixed asset management is desirable.

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 (5) years of progressively responsible experience in business administration, finance, budget, accounting, asset management or related field is required

Experience within the UN system or similar international organization related to UN IPSAS fixed assets management policies and procedures is desirable.

Experience within the UN system or similar international organization related to facilities project assets under construction (AUC), or project budget performance reporting is desirable.

Two (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 English is required. Knowledge of French or another UN official language is desirable.

NOTE: “fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This is a project post appointment against this position is for an initial period of one year and may be subject to extension.

THIS POSITION IS OPEN TO NATIONALS OF KENYA ONLY. National Professional Officer category shall be of the nationality of the country where this position is located and will be recruited in the country or within commuting distance of the office. If no suitable local candidate is identified, Kenya nationals residing elsewhere may be considered, in which case the candidate would be responsible for any costs related to traveling and relocating to Kenya in the event of an employment offer.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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.

Internal Applicants : When completing the form, 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. ” The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

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.

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 e-mail 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.

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.