UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA expands the possibilities for women and young people to lead healthy and productive lives. Since UNFPA started working in 1969, the number - and rate - of women dying from complications of p...
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- Administrative Associate; Directorate, Programme Division, GS-6, Nairobi (2 Posts)
- Administrative Associate; Programme Division, Nairobi, G-6 (1 Post + Roster)
- Administrative Associate; Programme Division, Nairobi, G-5 (1 Post + Roster)
- Method of Application
- Job TypeContract
- QualificationBA/BSc/HND
- Experience6 years
- LocationNairobi
- Job FieldAdministration / Secretarial 
Job Purpose:
Financial Management and Procurement
- Monitor financial resources by providing the necessary financial information and analysis to PD units. Projects expenditures to determine possible problems, notifies management and proposes remedial action. Makes budget revisions as required;
- Ensure financial transactions are in accordance with UNFPA financial rules and procedures;
- Review and processes invoices
- Prepare all Quantum requests ensuring validity of the Chart of Accounts. Following receipt of goods or services, maintains receipts to enable processing of vendor payments;
- Work with Implementing Partners to support their quarterly reporting
- Review procurement requests and initiate procurement procedures for equipment, supplies and services in a transparent and cost effective manner;
General Administrative Services
- Interpret UN/UNFPA Administrative rules and regulations and provide guidance to staff; identify ways in which the administrative needs can be met within existing policies; adapt processes and procedures, anticipate and manage operational requirements of the Branch;
- Develop tools and mechanism for effective and efficient monitoring of administrative activities in support of PD branches operations;
- Assist in responding to audit findings and recommendations; and staff development activities (training and workshops);
- Liaise and support staff operational requirements in the areas of personnel and travel administration, as appropriate (e.g. renewal of UNLPs, visas; travel authorizations and bookings; security clearances; preparation of travel claims; extension of contracts, leave management and entitlements; etc);
- Manage and track consultancies, including: updating of consultancy information; time sheet reconciliation; and ensure accuracy of hours worked.
- Support the organization and scheduling of internal meetings, consultations, workshops, conferences, meetings as required, and prepare meeting minutes, follow up where required;
- As Directory Focal Person, request and input email and Quantum profiles for new staff and consultants, as well as modifications of existing profiles.
- Collaborate with other administrative personnel across the Division
- Manage the Team’s calendar and schedule of appointments;
Perform any other duties as may be assigned by the Supervisor
Qualifications and Experience:
Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management. A first level university degree in business administration or public administration is desirable.
Experience:
- Six years of relevant administrative experience in the public or private sector;
- With a first level or advanced degree, three years of relevant experience is sufficient
- Experience in UN procurement and financial procedures is desirable
- Proficiency with UNFPA procedures and systems (Quantum and Quantum plus)
- Experience in financial and workplan management is required.
- Computer literacy - Word, Excel, PowerPoint and Google Suite.
- Good writing and communication skills.
Language requirements:
Fluency in English is required; Fluency in another UN language is desirable
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
Functional Competencies:
- The ability to interpret rules, regulations and procedures and explain them clearly and concisely;
- Computer literacy – proficiency in Oracle or similar systems, Word, Excel, PowerPoint; and other computerized applications; experience in Google workspace is ideal
- Good writing and communications skills;
- Strong interpersonal and organizational skills;
- Basic data fluency
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Administrative Associate; Programme Division, Nairobi, G-6 (1 Post + Roster)- Job TypeFull Time
- QualificationBA/BSc/HND
- Experience6 years
- LocationNairobi
- Job FieldAdministration / Secretarial 
Job Purpose:
Financial Management
- Monitors financial resources by providing the necessary financial information and analysis to management. Projects expenditures to determine possible problems, notifies management and proposes remedial action. Makes budget revisions as required;
- Ensures financial transactions are in accordance with UNFPA financial rules and procedures;
- Reviews and processes invoices
- Prepares all Quantum requests ensuring validity of the Chart of Accounts. Following receipt of goods or services, maintains receipts to enable processing of vendor payments;
- Responsible for ownership, purchases, and reporting of Corporate Credit Card transactions.
Procurement
- As focal point for all team procurement matters, review procurement requests and initiate procurement procedures for equipment, supplies and services in a transparent and cost effective manner;
General Administrative Services
- Interpret UN/UNFPA Administrative rules and regulations and provide guidance to staff; identify ways in which the administrative needs can be met within existing policies; adapt processes and procedures, anticipate and manage operational requirements of the team;
- Develop tools and mechanism for effective and efficient monitoring of administrative activities in support of team operations;
- Assist in the general management of personnel and operations, specifically responding to audit findings and recommendations; and staff development activities (training and workshops);
- Liaise and support staff operational requirements in the areas of personnel and travel administration, as appropriate (e.g. renewal of UNLPs, visas; travel authorizations and bookings; security clearances; preparation of F10s; extension of contracts, leave management and entitlements; etc);
- Manage and track consultancies, including: updating of consultancy information; Atlas balance reconciliation; time sheet reconciliation; and ensure accuracy of hours worked.
- As Directory Focal Person, request and input email and Quantum profiles for new staff and consultants, as well as modifications of existing profiles.
- Manage the Team’s calendar and schedule of appointments;
Perform any other duties as may be assigned by the supervisor
Qualifications and Experience:
Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management is required. A first level university degree in business administration or public administration is desirable.
Experience:
- A minimum of 6 years of progressively responsible relevant experience in administration in the public or private sector is required
- The minimum years of relevant experience is reduced to 3 years for candidates who possess a relevant first-level or advanced university degree
- Experience in UN procurement and financial procedures is desirable
- Computer literacy - Word, Excel, PowerPoint and Google Suite.
- Good writing and communication skills.
Language requirements:
Fluency in English is required; Fluency in another UN language, particularly French or Spanish, is desirable.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
Functional Competencies:
- The ability to interpret rules, regulations and procedures and explain them clearly and concisely;
- Computer literacy – proficiency in Oracle or similar systems, Word, Excel, PowerPoint; and other computerized applications; experience in Google workspace is ideal
- Good writing and communications skills;
- Strong interpersonal and organizational skills;
- Basic data fluency
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Administrative Associate; Programme Division, Nairobi, G-5 (1 Post + Roster)- Job TypeFull Time
- QualificationBA/BSc/HND
- Experience5 years
- LocationNairobi
- Job FieldAdministration / Secretarial 
RANGE OF FUNCTIONS AND RESPONSIBILITIES
Resource management
- Under the strategic guidance of the supervisor, manage the team work plans and budget by maintaining and updating, at team level, allocations and expenditures, and other extra-budgetary funds at the activity level of the outputs.
- Assist in monitoring implementation of work plans and contribute to efficient resource management of the team, and other extra-budgetary and core funding streams managed by the team.
- Compiling regular reports on business analytics related to performance management, progress and lessons learned, including drafting of necessary correspondence and revision of work-plans.
- Maintain and update project files, including project progress reports, work plans and budgets in compliance with UNFPA guidelines;
- Assist in efficient human resource capacity planning and management including recruitment process in the team for consultancy contracts and staff.
- Support end-to-end clearance process of consultancy contracts and other procurement processes in accordance with policy, rules and regulations.
- Assist in timely processing of payments to vendors for services required for specific projects such as printing, banner production, promotional materials, meetings, catering etc.
- Maintain records of financial/substantive documents for co-financing activities and upload agreements/ work plans for reporting purposes;
- Prepare financial reports using the financial applications available to keep track of expenditures and allocations to ensure the branch is within its budgetary ceiling and report on a monthly basis. Review monthly statements to ensure that expenditures have been properly recorded and that the allotments for regular, and Extra-Budgetary resources are not exceeded;
- Advise management on trends in allocations and expenditures at the activity level of the outputs managed by the team
- Coordinate regularly with Finance focal point, Public Funding and Financing Branch (PFFB) and Finance Branch to ensure the quality and timeliness of reports and receipts of Donor Funds; and participate in year-end closure activities and preparation of financial statements and reports;
- Assist in the financial recording and reporting system, internal control and audit follow-up (where necessary) and processes financial transactions in an accurate and timely manner;
Support Administrative activities
- Manage the calendar and scheduling including team meetings, leave, missions etc.
- Support the team management including the annual Performance review cycle, team meetings and keep track of decision points and implementation. Ensure smooth and efficient information flow within the team
- Complete requisitions, purchase orders and receipts as needed for the branch using Quantum Finance module, in line with corporate policies, procedures and deadlines, working with the UNFPA Supply Chain Management Team (SCMU) and Division for Management Services (DMS)
- Support team with travel plan submission to Branch Chiefs and Division Director as well as initial travel arrangements with travel agency and submission of travel requests via UNALL including facilitating visa, UNLP requests and renewals for team members by working with the relevant units.
- Make use of corporate database systems such as the Quantum, global directory, myUNFPA, AoDocs, Google suite, consultant roster etc. This includes the utilization of specialized systems such as Google forms for the back-end creation of data collection forms through surveys to country office teams and partners.
- Coordinate results planning, reporting and monitoring by all team members by ensuring timely submission in myResults;
- Maintain an office filing system to ensure coordinated and transparent access to information and assist in archiving;
Support knowledge management, data and filing
- Support upkeeping of team communications and knowledge management calendar, assisting in managing key knowledge management channels.
- Assist in research and reporting activities, including by compiling, synthesizing, and analyzing relevant information, research and preparing and editing reports.
- Assist with preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assist with visualizations and updating information material such as brochures, policy briefs, key messages.
- Support with compiling background documentation, agenda and participants' list for meetings organized by the team.
Logistics, Planning and meeting support
- Support the organization and scheduling of internal meetings, consultations, workshops, conferences, meetings as required, and prepare meeting minutes, follow up where required;
- Facilitate planning and organize meetings ensuring information dissemination, agenda preparation, the participation of members, room availability, telecommunication etc and liaising with security and registering participants
- Mange end to end efficient clearance process of publications
- Provide hospitality/catering/logistical support for meetings/conferences organized by the Branch in and out of HQ
- Any other tasks that might be assigned by the supervisor.
Qualifications and Experience:
Completion of Secondary School Education with additional training in Finance, Procurement, Administration and Management is required. A first level university degree in business administration or public administration is desirable.
Experience:
- A minimum of 5 years of progressively responsible relevant experience in administration in the public or private sector is required
- The minimum years of relevant experience is reduced to 2 years for candidates who possess a relevant first-level or advanced university degree
- Experience in UN procurement and financial procedures is desirable
Language requirements:
Fluency in English is required; Fluency in another UN language, particularly French or Spanish, is desirable.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
Functional Competencies:
- The ability to interpret rules, regulations and procedures and explain them clearly and concisely;
- Computer literacy – proficiency in Oracle or similar systems, Word, Excel, PowerPoint; and other computerized applications; experience in Google workspace is ideal
- Good writing and communications skills;
- Strong interpersonal and organizational skills;
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Method of Application
Use the link(s) below to apply on company website.
