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). The post is located in the Facilities Management and Transport Section (FMTS) under Commercial Operations Unit (COU) of UNON. The FMTS oversees the maintenance services (i.e. mechanical, electrical, cleaning, waste management and landscaping) construction works on the Compound and Management of the Commercial Operations Unit (COU).Under the supervision of the Senior Administrative Assistant, the incumbent will be responsible for the following; Responsibilities Human Resources Management: • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Maintains and reviews organizational staffing tables; prints and reviews Umoja and Business Intelligence (BI) reports. Budget and Finance: • Monitors status of expenditures and allotments through Umoja and BI, records variations, updates budget tables. • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct commitment items have been charged and (b) availability of funds. • Assists in the preparation of budget performance submissions. • Prepares statistical tables and standard financial reports. • Prepares, processes and follows-up on billing and cost recovery for services rendered. • Recording of income from Commercial Operations Unit (COU) revenue streams.General Administration: •Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. •Drafts routine correspondence. •Maintains files of rules, regulations, administrative instructions and other related documentation. •Maintains up-to-date work unit files (both paper and electronic). • Coordinates extensively with service units and liaises frequently with internal team members. • Performs 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for Workshops and meetings and take minutes. • Orders consumables for the office. • Handles customer queries and complaints in a timely manner by email and telephone. Escalate problems, sensitive issues or concerns to the supervisor. • Oversees the work of Commercial Operations Unit (COU) intern if any and guidance on work assignments as appropriate. Commissary: • Receives and review applications for access to the UN Commissary and ensure they are in line with rules and regulations governing access. Process new and renewal applications. • Receives and inspect all incoming containers. Follow a checklist to ensure goods received comply with the host Country agreement list of approved categories of goods and ensure that no tampering has taken place.• Processes access to the UN Commissary for UN Gigiri conference delegates as required. Fuel Station:• Receives, reviews, processes and issues Radio Frequency Identification (RFID) and Generator card applications for access to the UN Fuel and ensure they are in line with rules and regulations governing issuance of such using the Integrated Fuel Management System (IFMS) provided by the vendor. • Prepares report for banking of revenue from the UNFS. • Receives and inspects Fuel deliveries Check documentation, container seals, dip readings and sign off the documents.Recreation Centre:• Processes requisitions/procurement • Answers customer queries and/or forward the query to the appropriate RC staff or Supervisor to handle more complex client requests. Keep up to date with the RC service e.g membership pricing structure, schedule and price of special services and fitness classes, as well as promotions. • Provides cover at the UNRC. • Acts as a focal point for COU information and as all round assistance to clients regarding COU services. • Handles the generic email (incoming and outgoing mail).• Performs other duties as assigned by the Supervisor including but not limited to covering for colleagues in the unit during their absences. Contract Administration:• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. Example draft contract TORs, monitor contract validity dates/renewals, contract Not to Exceed (NTE) values. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.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. Education High school diploma or equivalent. 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. 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. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Work Experience A minimum of five (5) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.Experience working with vendors and clients in cooperate, local NGO or International organization is required. Languages English and French are the working languages of the United Nations Secretariat. For the 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 (speak, read, write and 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. The 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.Staff members are subject to the authority of t
