Hardship LevelE (most hardship)

Family TypeNon Family with Residential Location

Family TypeNon Family with Residential Location

Residential location (if applicable)

Nairobi (CO), Kenya

GradeNOA

Staff Member / Affiliate TypeNational Professional Officer

ReasonRegular > Regular Assignment

Remote work acceptedNo

Target Start Date2023-09-29

Job Posting End DateOctober 22, 2023

Standard Job DescriptionAssistant Administrative Officer Organizational Setting and Work Relationships The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities. S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization¿s programmes. Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations. The incumbent may directly supervise general service staff. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity. Duties - Monitor the day-to-day personnel and administrative operations of the office. - Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements. - Supervises activities concerned with office and grounds maintenance, security, transport and similar services. - Briefs international staff on general administrative matters, provide advice and ensure administrative support as required. - Contributes to the preparation of submissions of new or revised procedures and practices. - Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters. - Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc. - Coordinate training and capacity-building activities to staff in administrative related areas. - Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree Field(s) of Education Public or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Not specified. Relevant Job Experience Essential Not specified. Desirable Good knowledge of UNHCR¿s administrative rules and procedures. Completion of UNHCR learning programmes or specific training relevant to functions of the position. Functional Skills *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures CO-Strategic Communication CO-Drafting and Documentation SC-UN/UNHCR Procurement Rules and Procedures BU-PeopleSoft EPM/Budget MG-Resource Management (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile The Assistant Administrative Officer-Finance shall support his/her supervisor to implement general administrative activities and manage financial, material, and human resources. The incumbent will assist his/her supervisor to address administrative matters on a day-to-day basis and contribute to delivery of support to staff dealing with UNHCR’s persons of concern. He/she will supervise junior staff including drivers and serve as de-facto officer-charge- supervising the units during the absence of the Admin Officer -Finance and represent him/her at both internal and external meetings. He/she will play a pivotal role in ensuring a healthy, clean, and conducive work environment and play a critical role in monitoring all administrative service contracts by verifying quality of goods and services procured from the administrative budget. S/he will contribute to establish and maintain efficient administrative control mechanisms and compliance with UN administrative, financial, and human resources rules and procedures. She/he shall maintain contacts with HQs and Representation Office in Nairobi on administrative/budgetary related issues while adhering the organization’s best administrative practices. Frequent external contacts with external counterparts or national Government institutions at working level is required. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.
The/she must have a good knowledge of financial management and be able to easily adopt to a fast-changing environment. He/she should be able to work under pressure and produce quality outcome. An excellent analytical and decision-making skill will be an advantage.

Required languages (expected Overall ability is at least B2 level):

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Desired languages

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

UNHCR Sub-Office Kakuma covers the Kakuma refugee camp and Kalobeyei integrated settlement. The Kakuma refugee camp has been in existence for some 30 years and currently accommodates significant protracted refugee populations with continued influx from mainly South Sudan and Burundi. The Kakuma camp and Kalobeyei settlement host some 276,000 refugees from 19 different countries. In line with the GCR and the MYMP Strategy, Kakuma operation focuses its strategy on further expanding the protection of refugees and promoting solutions. In close collaboration with the government of Kenya, UN Agencies including the WB/IFC and NGOs, the operation in Kakuma developed a major initiative – Kalobeyei integrated Socio-Economic Plan (KISEDP) now SHIRIKA which represents the main vehicle for operationalizing GCR in Kenya.

The Assistant Administrative Officer-Finance shall support his/her supervisor to implement general administrative activities and manage financial, material, and human resources. The incumbent will assist his/her supervisor to address administrative matters on a day-to-day basis and contribute to delivery of support to staff dealing with UNHCR’s persons of concern. He/she will supervise junior staff including drivers and serve as de-facto officer-charge- supervising the units during the absence of the Assistant Admin Officer -Finance and represent him/her at both internal and external meetings. He/she will play a pivotal role in ensuring a healthy, clean, and conducive work environment and play a critical role in monitoring all administrative service contracts by verifying quality of goods and services procured from the administrative budget. S/he will contribute to establish and maintain efficient administrative control mechanisms and compliance with UN administrative, financial, and human resources rules and procedures. She/he shall maintain contacts with HQs and Representation Office in Nairobi on administrative/budgetary related issues while adhering the organization’s best administrative practices. Frequent external contacts with external counterparts or national Government institutions at working level is required. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.

Living and Working Conditions:

Kenya is a country that enjoys social stability resulting from the smooth functioning of state institutions with a good level of infrastructure (e.g., roads, distribution of water, electricity, etc.) and a popular tourist destination. The current Security Level in the capital and in SRM Area 1A: Northern Rift Valley (Kakuma, Lodwar) is Moderate -3. All UN personnel must comply with UNDSS procedures and recommendations during their assignment to Kakuma. Kakuma is a non-family duty station with a hardship classified E, its living conditions are difficult, but the social climate is calm. The weather is hot, dry and sunny. Windy storms are common in December and more pronounced in January till March. Staff live in UNHCR-provided accommodation; the facilities are generally of acceptable condition. The incumbent will be briefed on conditions of accommodations, laundry, meals, communications, air and road transports, recreations and others relevant information. However, staff members are charged rental fee predetermined by the organization paid upfront on monthly basis. It is also possible to withdraw cash from automatic telling machines found in all banks here in Kakuma. There are limited banking facilities at Kakuma with two banks (Equity & Kenya Commercial Bank) having branches locally; internet and communications networks are available at the compound with fairly speed. The mobile telephone remains stable with 3G network. Climatic conditions are relatively harsh, and despite fumigation of the compound, insects and even snakes are present in the environment on seasonal climate changes. UNHCR has established a satellite level 1 clinic in the compound being operated by 1 JMS doctor and nurse readily available 24/7 hours; there is also Kakuma Mission Hospital where a doctor/Surgeon is deployed and paid for by UNHCR to provide assistance to refugees, but special arrangements can be made during emergencies for staff members. There are also some pharmacies within Kakuma with basic medical facilities. Evacuation opportunities are limited. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The yellow fever vaccine is compulsory and vaccination cards should be updated. Vaccinations against Meningococcal Meningitis and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.

Additional Qualifications

Skills

EducationBachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Public Administration

Certifications

Work ExperienceNumber of Persons of Concern Served, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees

CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Functional clearanceThis position requires Functional Clearance

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