Closing Date; 22 October 2023 | Assistant Administrative Officer Job Vacancy In Kakuma Kenya | UNHCR
- difficulty level; E (most difficult)
- Type of Family; with a residential address and not a family
- Place of residence (if appropriate); Nairobi, Kenya (CO)
- Grade; NOA
- Type of Employee or Affiliate
- Professional National Officer
- Assignment Regular > Regular
- Work from home NOT accepted
- Goal Start Date; 2023-09-29
- Assistant Administrative Officer Job Vacancy In Kakuma Kenya | UNHCR
For timely and daily Updates Join our social Media groups Whatsapp 1 , Whatsapp 2 , Whatsapp 3, Whatsapp 4 Whatsapp 5 , Whatsapp 6 , Whatsapp 7 , Whatsapp 8 , Whatsapp 9, Whatsapp 10, Whatsapp 11, TELEGRAM 1 , TELEGRAM 2 CHANNELS
Relationships at work and the organizational environment
- The Assistant Administrative Officer’s role is to assist the Office or Bureau in carrying out general administrative and resource management duties. The incumbent contributes to the completion of administrative work on a daily basis and aids the Supervisor in all administrative problems.
- In order to ensure adherence to UN administrative, financial, and human resources laws and procedures, s/he will help build and maintain effective administrative control mechanisms. To ensure service delivery and the settlement of challenging issues, contacts on administrative and budgetary-related matters are typically made with Sections/Units/Offices inside the organization, both at HQ and in the Field, as well as with local suppliers and services. The peers in other organizations or in national governments who work on problems crucial to the organization’s programs are frequent contacts from the outside.
- The immediate supervisor provides direct supervision. Additionally, the incumbent will consult UNHCR and UN manuals as well as policy documents pertaining to administrative laws and regulations.
- The incumbent might have direct control over the general service team.
- Each employee of the UNHCR is responsible for carrying out the tasks outlined in their job description. They act in accordance with the UNHCR’s regulatory framework, which includes the UN Charter, the UN Staff Regulations and Rules, the UNHCR Policies and Administrative Instructions, as well as any applicable accountability frameworks, and within their scope of authority. Additionally, employees must carry out their duties in a way that is compatible with the fundamental, functional, cross-functional, and managerial skills as well as the key values of the UNHCR, which include professionalism, integrity, and respect for diversity.
Duties
- Keep an eye on the office’s daily administrative and personnel operations.
- Assigns General Service personnel to fulfill job needs and takes part in the hiring, training, and development of General Service personnel for both specialized and non-specialized work.
- Oversees operations related to security, transportation, and similar services, as well as office and property upkeep.
- Informs foreign employees of general administrative issues, offers guidance, and makes sure that administrative help is provided as needed.
- Assists in the creation of submissions for updated or new practices and procedures.
- As needed, prepares assessments, justifications, special reports, and letters on general administrative issues.
- Handles all personnel issues involving attendance records, leave, the granting of visas, the issuance of licenses, etc.
- Arrange for the staff’s capacity-building and training in administrative-related areas.
- Ensure that staff travel authorizations, reservations, and tickets are followed up on.
- Carry out any other necessary relevant tasks.
Minimum Requirements
- Professional work experience and education
- Years of Experience/Level of Education
- For P1/NOA, you must have one year of relevant experience and an undergraduate degree, or you must not have any graduate or doctoral-level experience.
Field(s) of Study
- Economics, public or business administration, or another pertinent discipline.
- (Educational areas highlighted by an asterisk (*) are required.)
Desirable
- good familiarity with the administrative policies and practices of UNHCR. completion of UNHCR learning programs or specialized training pertinent to the job’s requirements.
Adaptive Skills
- Computer literacy *IT
- Administrative Guidelines from the UN and the UNHCR
- Strategic Communication for CO
- Documentation and Co-Drafting
- Rules and Procedures for SC-UN/UNHCR Procurement
- Budget using PeopleSoft EPM
- Resource Management with MG
- (Skills denoted with an asterisk (*) are crucial.)
Language prerequisites
- English proficiency and, if necessary, the UN working language of the duty station are requirements for positions in international professional and field service.
- If English is not the local language, proficiency in the UN working language of the duty station is required for national professional positions.
- Knowledge of English and/or the UN working language of the duty station if English is not required for General Service positions.
- Each employee of the UNHCR must work both individually and collectively to create a workplace where everyone feels secure and empowered to carry out their responsibilities. Showing zero tolerance for sexual exploitation, abuse, and harassment—including sexual harassment—as well as sexism, gender inequity, discrimination, and the abuse of power—is one way to do this.
- Individuals and managers alike need to take the initiative to stop improper behavior before it starts, to respond to it when it does, to support continuing discussion about these concerns, to speak out when something goes wrong, and to seek advice and assistance from the appropriate UNHCR resources.
- For all UNHCR positions with this job title and grade level, this is the Standard Job Description. Additional desirable and/or necessary qualifications relevant to the operation or role may be included in the operational context. Any such requirements are included in this Job Description by reference and will be taken into account for screening, shortlisting, and choosing candidates.
Profile of the ideal candidate
- The Assistant Administrative Officer-Finance will assist his or her supervisor in carrying out general administrative tasks and in managing resources, including money, supplies, and people. The employee will contribute to the provision of support to personnel working with UNHCR’s persons of concern as well as help his or her supervisor on a daily basis with administrative issues. In addition to acting as de facto officer-charge in charge of overseeing the units during the absence of the admin officer-finance, he or she will supervise junior staff members, including drivers, and represent them at both internal and external meetings. He or she will be crucial in establishing a safe, clean, and welcoming work environment and in overseeing all contracts for administrative services by assuring the caliber of the goods and services bought using administrative budget funds. In addition to ensuring compliance with UN administrative, financial, and human resources laws and regulations, s/he will help build and maintain effective administrative control mechanisms. In order to discuss administrative and financial matters, she or he must stay in touch with the organization’s headquarters and the Nairobi Representation Office while adhering to acceptable administrative procedures. It is necessary to have regular working-level interactions with external counterparts or national government entities. Additionally, the incumbent will consult UNHCR and UN manuals as well as policy documents pertaining to administrative laws and regulations.
- She or he needs to be well-versed in financial management and able to quickly adapt to changing circumstances. He or she should be able to work effectively under time constraints. It will be advantageous to have strong analytical and decision-making abilities.
- Languages needed (anticipated) The overall level of ability is at least
Kind of Position:
The Assistant Administrative Officer-Finance will assist his or her supervisor in carrying out general administrative tasks and in managing resources, including money, supplies, and people. The employee will contribute to the provision of support to personnel working with UNHCR’s persons of concern as well as help his or her supervisor on a daily basis with administrative issues. In addition to acting as de facto officer-charge in charge of overseeing the units during the absence of the Assistant Admin Officer – Finance, he or she will supervise subordinate staff members, including drivers, and represent them at both internal and external meetings. He or she will be crucial in establishing a safe, clean, and welcoming work environment and in overseeing all contracts for administrative services by assuring the caliber of the goods and services bought using administrative budget funds. In addition to ensuring compliance with UN administrative, financial, and human resources laws and regulations, s/he will help build and maintain effective administrative control mechanisms. In order to discuss administrative and financial matters, she or he must stay in touch with the organization’s headquarters and the Nairobi Representation Office while adhering to acceptable administrative procedures. It is necessary to have regular working-level interactions with external counterparts or national government entities. Additionally, the incumbent will consult UNHCR and UN manuals as well as policy documents pertaining to administrative laws and regulations.
Additional Requirements
- Skills
- Education
- Bachelor of Arts (BA) degrees in business administration, economics, and public administration are available.
- Certifications
Experience at Work
- Workforce to supervise, number of people served, number of people of concern, number of people of concern working with, number of people of concern working with refugees, number of people of concern working with others of concern
Competencies
Accountability, analytical approach, client- and results-focused, dedication to lifelong learning, Building trust, empowering others, and communication judging and making decisions, control of performance, controlling resources, awareness of organizations, planning and preparation, Participant management, group effort & cooperation
Compendium
Additional Details
- Functional authorization
- Functional Clearance is necessary for this post.
CLICK HERE To Apply For Assistant Administrative Officer Job Vacancy In Kakuma Kenya | UNHCR
