Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident
Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

Background on the Common Back Office: The Common Back Office (CBO) initiative proposes to streamline key operational areas of participating agencies in specific countries by harmonizing procedures and consolidating support services into one entity at the country level. This consolidation is expected to reduce duplication of functions and administrative and transaction costs, while the harmonized procedures are expected to, at the same time, increase the quality and effectiveness of these services. The CBO service provider will provide agreed common services in the areas of procurement, logistics, human resources, ICT, finance and administration (including facility management) to participating United Nations entities. Additional services can also be provided as agreed between the participating entities and the CBO service provider. Governance of CBO operations and reporting is assigned to a Common Services Board and a subsidiary Executive Committee. Coordination of these governance arrangements is the responsibility of the CBO Coordination Team.

The incumbent will support the Common Back Office (CBO) Coordinator in managing new governance arrangements and in the delivery of CBO services to client entities on a daily basis. This role includes identifying UN Entities’ requirements for services being delivered, including quality and timeliness of services. The incumbent will also support the Common Services Management Team (CSMT) Chair with the coordination of meetings and initiatives that have a common interest for UN agencies, funds and programmes. The CSMT will provide the advisory role for the Executive Committee.

The post will be located in the UN Resident Coordinator’s Office (RCO) in Kenya. The incumbent will report to the Coordinator in charge of the CBO Unit that will be implemented in January 2024. In the transition period prior to the implementation of the CBO, the incumbent will be collocated in the Office of the Director of Administration (ODA), UNON and report to the Administrative Officer in charge of the Common Services Unit and Client Relationship Management (CRM).

The incumbent will be responsible for the following duties: Responsibilities

A. Support to the Common Back Office in Kenya
• Provides assistance in support of planning and implementation activities/processes for, the Common Back Office (CBO) programme and project initiatives that have a common interest for the United Nations agencies, funds and programmes in Kenya.
• Assists in the coordination of the CBO programme/project planning and preparation in line with the efficiency agenda of the Secretary-General’s reforms; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Assists in the preparation and analysis of CBO programme/project rate/budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Assists in the monitoring and evaluation of the CBO programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g., accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions.
• Collaborates with CBO service providers on performance reporting; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Assist in maintaining an organized document repository of all related CBO documents, including a database of CBO clients contact information and related Memorandum of Understanding (MOUs) and Service Level Agreements (SLAs). Maintains a database of key clients’ portfolio, prepare pre-and post-meeting documentation, and follow up on meetings.
• Drafts correspondence and communications related to all aspects of the CBO programme/project administration, including work plan and budgets, revisions, and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Serves as a focal point in supporting the CBO Coordinator with the planning and preparation for reporting at CSB and Executive Committee meetings and in providing secretariat services for these forums, as well as in monitoring the implementation and reporting on UN Reform activities in the country being the Business Operations Strategy (BOS 2.0); involving assistance/liaison in the coordination of the Common Services programme/project planning and preparation, secretariat services for the Common Services Management Team (CSMT) meetings and engagements and maintenance of an organized repository of all related documents.
• Supports client-related matters within the existing inter-agency and governance frameworks and planned new ones as part of the change management process and implementation of the CBO including support to CBO inter-agency working groups.
• Maintains and updates all contact information for stakeholders and representatives in and governance mechanisms i.e., hosting entity and service providers, CSB, Executive Committee, CSMT, CBO inter-agency working groups including their generic/official mailing lists.

B. General Programme Management Support

• Research, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• Drafts programme/project summaries, coordinates review and clearance process.
• Performs other duties as assigned.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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 & 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

Completion of High school diploma or equivalent is required. Supplementary training in the field of project management and/or administration is desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Successful passing of the Administrative Support Assessment
Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Work Experience

A minimum of seven years of progressively responsible experience programme management, communication, budget, human resources management or other related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.

Experience with preparing reports, writing meeting minutes and preparing presentations is desirable.

Experience in monitoring of Key Performance Indicators is desirable.

Two (2) years of experience within the United Nations Common System or comparable organization is desirable.

One (1) year 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 this post advertised, fluency in English is required. Knowledge of another official United Nations 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

Appointment against this post is for an initial period of one year and may be subject to extension. Pursuant to staff rule 4.4 of the United Nations Staff Rules, appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. 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. 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.

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 United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.