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Administrative Assistant

Responsibilities
BUDGET AND FINANCE

  • Monitors status of expenditures and allotments through the Enterprise Resource Planning (ERP) System (known as Umoja within the United Nations) and Business Intelligence (BI), records variations, updates budget tables. 
  • Reviews status of relevant expenditures and compares with approved budget. 
  • Reviews requisitions for goods and services to ensure: (a) correct commitment items have been charged and (b) availability of funds. 
  • Assists in the preparation of budget performance submissions.
  • Monitoring Regular budget and extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
  • Assist in the execution of cost recovery in line with established agreements and policies and support on the collection of associated receivables.
  • Prepares statistical tables and standard financial reports. 
  • Prepares, processes and follows-up on billing and cost recovery for services rendered.

HUMAN RESOURCES MANAGEMENT 

  • Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary. 
  • Maintains and reviews organizational staffing tables.
  • Prints and reviews Umoja and Business Intelligence (BI) reports.

CONTRACT ADMINISTRATION 

  • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. 
  • Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
  • Processes the payment of contractors’ invoices and monitor payments.   
  • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe- card access and door keys.

GENERAL ADMINISTRATION 

  • Prepares, processes and follows-up on administrative arrangements and forms related to office operation i.e., initiate the setting up of new network and telephone accounts for new staff members. 
  • Drafts routine correspondence. 
  • Maintains files of rules, regulations, administrative instructions, and other related documentation. 
  • Maintains up-to-date work unit files (both paper and electronic).
  • Coordinates extensively with service units and liaises frequently with internal team members. 
  • Performs other related administrative duties, as required, e.g., monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software, and systems; organizing and coordinating administrative arrangements for conferences.
  • Offer support to the common back-office service. 
  • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assists with visualizations and updating information material such as web pages or brochures.
  • Perform other related duties as assigned.

Competencies

  • PROFESSIONALISM: Ability to perform a broad range of administrative functions; Ability to apply knowledge of various United Nations administrative rules and regulations in work situations; 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; Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
  • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; Is willing to learn from others; places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

  • Completion of secondary education/ high school diploma is required.
  • Additional training in office administration, office management, project management or other related field is desirable.

Work Experience

  • A minimum of five years experience in administration, finance, procurement, human resources or related area is required.
  • Working experience with the use of Enterprise Resource Planning (ERP) System like UMOJA or any similar systems is required.
  • Working experience with the requisitioning, procurement and payment process is desirable.
  • Experience with different aspects of the Enterprise Resource Planning (ERP) system and Business Intelligence (BI) reports is desirable.
  • Experience in human resource recruitment processes and the use of recruitment systems like Inspira or any related systems is desirable.

Languages

  • English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Deadline : Jan 4, 2024

Project Coordinator (Duration 6 Months)

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Responsibilities
GENERAL COORDINATION AND MANAGEMENT
:

  • Develops the project brief/ terms of reference in line with section management and or other relevant UNON client departments (if decided, prepares the required procurement related documentation for tender for external consultants);
  • Prepares (or works with externally appointed consultants to) design concepts in line with the individual project briefs provided. Develops a basic cost plan, project program/ schedule and prepares any graphic presentations of the design concept;
  • Liaises with other UNON departments, the on-site contracted service providers and as required with related disciplines such as UNON externally appointed project consultants, i.e. engineering/ cost estimation services and UNON in-house electrical/ mechanical specialists and ICT providers to ensure proposals are completed to international standards and best practice; 
  • Translates (or with the externally appointed consultants to) design concepts into and prepares technical/ construction drawings including layouts, details, schedules and in conjunction with related disciplines, specifications, bills of quantities and cost estimates to sufficient level for tender and construction purposes;
  • As necessary supports the tender process, attends bidders conferences, prepares meeting minutes and as part of the UNON committee evaluates bids received; 
  • Plans and programs (or works with the externally appointed consultants to) the renovation and refurbishment works to facilitate smooth running of the project and compliance with project deadlines, liaises with the appropriate UNON functions regards relocation, decanting, swing space, disposal, etc.;
  • Liaises with the appointed contractor and relevant internal UNON departments regarding site access, security arrangements, personnel and delivery clearances, receiving and inspection;
  • Monitors and supervises works (or works with the externally appointed consultants to) on site to ensure compliance with projects drawings, bills of quantities and specifications. Undertakes inspections, holds and prepares site meeting minutes, issues instructions and ensures works are completed according to schedule on time and to the required standards of workmanship and finish;
  • Maintains project records including contractual, correspondence, meeting minutes, site progress reports, change orders, shop/ as built drawings, samples, valuations/ interim payments and final accounts, etc.;
  • Reviews progress valuations/ interim payments. Ensures adherence to the approved project budget, contractual requirements and change order procedures. Reviews and reconciles project final accounts;
  • Manages and ensures completion of project close out documents, as built drawings etc. Prepare snag lists, monitors and ensures rectification of any snags or defects in good time;

PROJECT SPECIFIC COORDINATION AND MANAGEMENT: 

  • Interior Architecture, Furniture, Fixtures and Equipment (FFE) design concepts:
  • Executes detailed studies for the renovation of specific areas of the existing buildings and new facilities such as the outdoor office pods, redevelopment and repurposing of the existing buildings and including development of interior concepts, space planning, drawings of plans, sections and technical details, integrating environmental initiatives and modern technologies; Coordinates and checks the work of interior design, architectural and engineering consultants.
  • Renovation and Refurbishment/ Upgrade projects:
  • Executes detailed condition surveys and uses this as basis for developing periodical maintenance plans; Coordinates and checks the work of interior design, architectural and engineering consultants;
  • Design services related to the renovation and refurbishment/ upgrade works:
  • Studies interior, architectural and space planning solutions with consultants and specialized companies; Prepares preliminary design and feasibility studies and makes cost estimates; Drafts scopes of work, bills of quantity, technical specifications and cost estimates; Sits in technical panels for the evaluation of technical bids and proposals; 
  • Site supervision related to the renovation and refurbishment/ upgrade works:
  • Supervises construction and renovation works executed by contractors; Monitors quality of contracted services and the respect of time schedules; Prepares reports and checks payments; Coordinates works of various contractors and in-house service teams;
  • Coordination with other UN departments such as Procurement, Facilities Management, Property Management, Budget & Finance, ICT, Safety & Security, etc.
  • Performs other duties as required.

Competencies

  • PROFESSIONALISM: Demonstrated, architectural and Interior Design knowledge related to design, construction and space planning and management. Demonstrated knowledge in computer-aided design software.  An understanding of theories, concepts and approaches relevant to particular sector, functional area or another specialized field.  Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.
  • CREATIVITY: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs.  Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks “outside the box.”  Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.
  • 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.

Education

  • Advanced University degree (Master’s degree or equivalent) in architecture, interior design or another related field, is required. A first-level university degree in the mentioned fields in combination with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
  • Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

  • A minimum of five (5) years of progressively responsible experience in design, supervision of construction works, building Renovation and refurbishment, space planning and management is required.
  • Experience in design, technical specification, preparation of bills of quantities and related estimates for building interior works is required.
  • Experience in supervising multi-disciplinary construction teams is required.
  • Working experience in, and knowledge of the local market in Kenya is required.
  • Experience in using AutoCAD, Revit or other similar 3D related software is required.
  • Experience working with the UN or other similar international organizations carrying out related duties, is desirable.
  • 2 years or more of experience in data analytics or related area 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 United Nations official language is desirable.

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