Job Opening

Posting Title: Finance and Administrative Officer, P3
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Office on Drugs and Crime
Duty Station: NAIROBI
Posting Period: 28 May 2020 - 11 July 2020
Job Opening Number: 20-Administration-UNODC-135991-R-Nairobi (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The position is located in the Regional Office for Eastern Africa (ROEA) of the United Nations Office on Drugs and Crime (UNODC) in Nairobi, Kenya. The incumbent will work under the overall guidance and the direct supervision of the UNODC Regional Representative for ROEA and in close cooperation with the Division for Management (DM), especially the Financial Resources Management Service (FRMS) of UNODC headquarters in Vienna.

For more information on UNODC, please visit: www.unodc.org

Responsibilities

Within assigned authority, the incumbent will be responsible for the overall monitoring, coordination, and timely implementation of all ROEA administrative and financial related functions (procurement, finance, human resources, property management and Information and communication technologies (ICTs) in conformity with United Nations (UN) Financial Rules and Regulations and UNODC established policy and procedures. The Finance and Administrative Officer will be responsible for the following duties:

Human Resources

•Coordinate quarterly recruitment plans with relevant managers and HR Focal Points and submit to the Programme Management Officer (Programme Management and Analysis) and the Regional Representative for their review and submission to headquarters.
•Liaise and monitor with the Office of the Representative and HR Focal Points to ensure timelines of the process and appointments within the agreed period.
•Provide project development assistance to cost and plan human resource needs.
•Support development of HR workflow and office guidance notes for the review, issuance and dissemination by the Representative.
•Collaborate with HR Focal Points and develop monitoring tools to ensure compliance of mandatory training, e-PAS cycles, and other staff obligations.
•Provide guidance on privileges and immunities to international staff and liaise with the Host Country Offices.
•Ensure that onboarding and separation processes are implemented to guarantee smooth arrival and departure of personnel (i.e. ensure that the welcome guide is provided, liaise with teams to ensure equipment is ready to receive the staff, ensure that departure procedures are well implemented and processed (i.e. return of equipment, etc.))

Budget and Finance

•Establish standardised and IPSAS (International Public Sector Accounting Standards) compliant internal controls for Finance and Administration related matters at ROEA to ensure that proper monitoring mechanisms are in place to identify weaknesses and propose enhancement.
•Monitor and advise UNODC ROEA Programme Officers/Coordinators on the financial status of Project/Programme (including pending and approved budgets; contribution pending cash deposition; contribution available for budget release/expenses; validity of contribution; other Umoja related trouble-shooting).
•Ensure integrity and consistency of data in the SAP system (Umoja).
•Coordinate and assist Programmes for their biennium budgets, budget implementation, implementation rate, and provide regular update reports to programme managers.
•Prepare and consolidate ROEA’s overall biennium front office budget and programme budget, analyse and monitor budget implementation, and prepare regular update reports for the Representative.
•Contribute to the preparation and submission of financial reports (semi-annual and annual project progress reports, and ad hoc reports to donors).
•Coordinate and monitor the office commitments, including travel (and imprest), purchase orders, United Nations Development Programme (UNDP) financial authorisation on a bi-monthly basis and ensure timely closure in line with UNODC ROEA established timelines.
•Provide assistance in the implementation of IPSAS at UNODC ROEA.
•Respond to internal/external audit queries/observations and follow up on audit recommendations.

General Administration

•Coordinate the work, provide support, advice and guidance to ROEA programme staff performing the functions in the areas of procurement, finance, human resources, information technology, property management, and premises management that benefit the implementation of all ROEA programmes.
•Identify administrative bottlenecks and liaise with ROEA management and relevant UNODC Headquarters Divisions and Sections seeking appropriate solutions.
•Convene and chair the Finance and Administration Committee at UNODC ROEA managing all finance and administration matters on a regular basis.
•Contribute to preparedness actions such as early warning, risk analysis and contingency planning and make the necessary recommendations. Periodically monitor the management of risks and report on any actions taken.
•Manage 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.
•Monitor and supervise the work of assigned staff.
•Undertake HR and finance support missions to UNODC programme offices, including, but not limited to, Ethiopia and Somalia.
•Perform any other work-related duties as required.

Competencies

•Professionalism: Has knowledge and understanding of theories, concepts and approaches relevant to administrative, budgetary, financial and human resources rules and regulations, policies, practices and procedures in general. Has knowledge of the mandates of the United Nations Office on Drugs and Crime; is able to apply various United Nations administrative rules and regulations in work situations; has conceptual analytical and evaluative skills to conduct independent research and analysis. Is able to identify issues, formulate opinions, make conclusions and recommendations; is motivated by professional rather than personal concerns. 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.

•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

•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.

•Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly

Education

An advanced university degree (Master’s degree or equivalent) in finance, business administration, accounting or other related discipline 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.

Work Experience

A minimum of five years of progressively responsible professional experience in finance, business administration, human resources, accounting, procurement or other related area is required.
Administrative and financial experience with greater independence and decision making and managing complex budgets is required.
Supervisory experience with performance management is required.
Experience and knowledge of Enterprise Resource Platform (ERP) systems is required.
Work experience in project management or related area is desirable.
Experience in working with European Union (EU) funding and developing countries is desirable.
Working experience with SAP/Umoja is desirable.
Work experience within the United Nations system or a similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. 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. “This post is financed from extrabudgetary resources.”

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.

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.

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