UNICEF Administrative Specialist, P-3, Nairobi, Kenya

Purpose:

Under the general supervision of the Chief of Operations the incumbent is accountable for provision of managerial leadership and policy guidance for achievement of effective administrative service management and staff capacity development for both Kenya Country Office and Regional Office. Ensures the office's administrative operations and services are effectively in compliance with the organization's administrative policy, procedures, rules and regulations.

Qualifications:

Advanced university degree in Accounting, Business Administration, Financial Management, Economics, Administration, or directly related technical field(s). Valid professional certification (CA; CPA; etc.) from an accredited chartered accountancy institution, in conjunction with a relevant first-level university degree, may be taken in lieu of an advanced university degree.

Minimum of five (5) years of relevant experience at the national and international levels in office management, finance, budget, accounting or administration.

Work experience in emergency duty station is an asset.

Fluency in English is required. Knowledge of an additional UN Language (Arabic, French, Spanish, Russian, Chinese) is considered an asset.

Knowledge of the local working language of the duty station is an asset.

Key Expected Results:

1. Provides advice, direction and management control and control on administrative matters to the Kenya Country Office and the Regional Office.
2. Ensures maintenance and up to date inventory of NEP following IPSAS asset management requirements. Conduct regular physical count, reconcile data in VISION act as PSB secretariat and ensures that PSB approval recommendations are acted upon and the NEP database updated accordingly.
3. Certifies and confirms all administrative transactions through the interpretation and determination of applicable policies, procedures, rules and regulations, e.g. disbursements within authorized limits, contractual agreements, purchases of supplies and equipment. Sets up and monitors control procedures and advises and makes recommendations to the Operations Officer when deviations from rules and regulations may be required and suggests alternative solutions to meet office objectives.
4. Ensures efficient and effective services are provided to the Office in the areas of travel (for KCO), communications (telephone, facsimile, mail and pouch operations), office building maintenance, security, inventory, and Office supplies. Supervises all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodation, conference rooms' reservations and audio-visual equipment, as required.
5. Be responsible for preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes. Provide support to the zonal offices in the establishment and maintenance of administrative services.
6. Reviews all contractual arrangements with suppliers of goods and services to ensure that the terms and conditions of all contracts are being adhered to by the suppliers of goods and services. Proposes to supervisor any changes that may be required. Maintains data on and evaluate local supply sources' overall performance, (competitive pricing, product quality and timely delivery). Coordinates with Consolidated Supply Section on day to day Issues.
7. Be responsible for the timely and organized delivery, collection, registry, reproduction and transmittal of correspondence, documents, pouch services and administrative supplies and review telecommunications systems periodically to evaluate and recommend the need to update such systems based on latest technology. Arranges training on the telecommunications system to all users.
8. Controls proper use and maintenance of Office vehicles and ensures applicable rules and regulations, both global and local, are adhered to. Oversees all official travel including liaison with embassies for issuance of visas.
9. Ensures maintenance of premises, security of staff, office premises, equipment and supplies). Also advises staff on appropriate housing accommodations

Competencies:

Communicates effectively to varied audiences, including during formal public speaking.

Sets high standards for quality and consistently achieves project goals.

Able to work effectively in a multi-cultural environment.

Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.

Demonstrates and shares detailed technical knowledge and expertise.

Ensures that team or department follows relevant company policies and procedures.

Translates strategic direction into plans and objectives.

Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.

Sets clearly defined objectives and produces comprehensive project plans for the organization.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation. If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you.

Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies, quoting E-VN-2013-000527. Applications must be received by 4 April 2013.

Please note that only candidates who are under serious consideration will be contacted.

In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.

How to apply:

Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies, quoting E-VN-2013-000527. Applications must be received by 4 April 2013.