Org. Setting and Reporting
This position is located in the Regional Office for Eastern Africa (ROEA) in Nairobi (Kenya), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Assistant Administrative and Programme Management Officer will work under the overall supervision of the UNODC Representative of ROEA, direct supervision of the Crime Prevention and Criminal Justice Officer (Head of the Crime Prevention and Criminal Justice (CPCJ) Programme) in ROEA, and the Programme Officer for the project. For more information on UNODC, please visit the website: www.unodc.org
Responsibilities
The incumbent will be responsible for providing substantive assistance and contribution in the area of administration, human resources, programme management and implementation, reporting, monitoring and evaluation in conformity with United Nations rules and regulation, and policies for the implementation of the Alternative to Imprisonment Project in Kenya. Within assigned authority, the Assistant Administrative and Programme Management Officer will be responsible for the following duties: a) End Beneficiary/Implementing Partner (IP) Management • Coordinate the creation and maintenance of IP Business Partners details in the grantor management system, ensuring proper banking details. • Assist with coordinating the creation and approval of the grantor programmes (programmatic approval and financial approval). • Assist in initiating and monitoring the negotiation terms and conditions with the selected Implementing Partners/End Beneficiaries. • Assist in monitoring the recording and approval of funds certification as part of the Grantor Management process. • Create payment requests, amendments, refunds, recovery and closure of grantor agreements where necessary ensuring compliance with agreement terms and UN secretariat rules and regulations. • Provide administrative assistance and support to local key clients to facilitate the development, implementation and evaluation of assigned programmes/projects, etc.; assist in monitoring and analysing specific aspects of programme/project development and implementation; review relevant documents and reports; assist in identifying problems and issues to be addressed and recommend corrective actions; liaise with relevant parties; identify and track follow-up actions in consultation with the supervisor. • Participate in the drafting of project documents/revisions ensuring that they are coherent and correspond with the agreed format. • Assist in project/programme planning, monitoring, and reporting in the Integrated Planning, Management and Reporting (IPMR) system. b) Human Resources management • Assist in human resources related activities for the programme; draft terms of reference, prepare short-lists, prepare written and oral questions; assist in guiding programme personnel towards the achievement of the programme’s objectives. • Provide support in initiating and coordinating actions covering the entire span of human resources staffing activities (classification reviews, recruitment, placement, reassignment, promotion, performance management, separation), ensuring consistency in the application of the Staff Rules and human resources procedures. • Provide support to the engagement of non-staff personnel (consultants, individual contractors, UN Volunteers). • Prepare vacancy announcements for staff, interns and Consultants, Individual Contractors, reviews applications, and provide a short-list to relevant staff for evaluation. • Assist in performing consulting assignments, in collaboration with the client, by planning facilitating workshops, through other interactive sessions and assisting in developing the action plan the client will use to manage the change. • Represent the programme at interview panels and appointment bodies. • Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Provide information on the office’s staffing needs for inclusion in pillar’s staffing table. • Budgeting staff costs in SAP in line with the online staffing table. c) Research and Analysis • Provide assistance and support in survey initiatives; assist with design of data collection tools; issue data collection tools, reviews, analysis and interpretation of responses, identify problems/issues and prepare preliminary conclusions in consultation with the supervisor. • Assist in the preparation of various written outputs, e.g. draft background papers, analytical notes, sections of reports and studies, inputs to publications, etc. • Contribute to the collection and analysis of data and identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Document requirements and background information used for data analysis. • Carry out basic research on selected local aspects of programmes, operations, and other activities, etc., to include collecting, analysing and presenting statistical data and other information gathered from diverse sources. • Provide assistance and support for policy coordination and evaluation functions, including the review and analysis of emerging issues and trends, participation in evaluations or research activities and studies. d) Administrative Support • Provide administrative and substantive support to consultative and other meetings, conferences, etc., assist with proposing agenda topics, identifying proposed participants, preparation of background documents and presentations, handling logistics, etc. • Undertake outreach activities; participate in the development of training workshops, seminars, etc.; participate and assist in making presentations on assigned topics/activities. • Participate in field missions, including provision of substantive and administrative support, data collection, etc. • Monitor and supervise the work of subordinate staff as may be required. • Assist with the development of relevant annual/quarterly plans, such as procurement plans, staff development plans, quarterly recruitment plans, quarterly leave plans, quarterly official mission plans, etc. • Perform 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 and the identification). • Act as back-up for other Administrative Officers. • Assist in activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and preparation of related documents/reports (pledging, work programme, programme budget, etc.). • Perform other work-related duties as required.
Competencies
• Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Has knowledge and understanding of theories, concepts and approaches relevant to administration, programme/project management, criminal justice and/or related fields. Has knowledge of the mandates of UNODC. Has knowledge of substantive and functional areas with good research and analytical skills. Is able to identify and contribute to the solution of problems/issues. Has knowledge of various research methodologies and sources, including electronic sources on the internet, intranet and other databases. Is able to apply judgement in the context of assignments given, plan own work and manage conflicting priorities. Has 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. • 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
An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, law, management sciences, or related field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Job – Specific Qualification
Not available.
Work Experience
A minimum of two years of progressively responsible professional experience, including relevant experience in managing programme/project activities in the area of Crime prevention, criminal justice, or drug control is required. The minimum years of work experience is reduced to 0 for applicants with an advanced university degree. Experience in working with Enterprise Resource Planning (ERP) systems is desirable. Experience with Trust Funds management, Financial and Administrative Framework Agreement (FAFA) agreements and EU funded projects is desirable. Experience in the recruitment of staff and engagement of consultants is desirable. Work experience with SAP/Umoja is desirable. Experience with human resources Oracle based recruitment systems such as UN Inspira is desirable. Experience working with Implementing Partners is desirable. Work experience within the United Nations system or a similar international organization is desirable. Experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of Swahili is desirable. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
Special Notice
This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located. 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.
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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.