Administrative Associate; Directorate, Programme Division, GS-6, Nairobi (2 Posts)

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.