Administrative Associate; Programme Division, Nairobi, G-6 (1 Post + Roster) at United Nations Population Fund (UNFPA)

Job Purpose:

Financial Management 

• Monitors financial resources by providing the necessary financial information and analysis to management. Projects expenditures to determine possible problems, notifies management and proposes remedial action. Makes budget revisions as required;
• Ensures financial transactions are in accordance with UNFPA financial rules and procedures;
• Reviews and processes invoices 
• Prepares all Quantum requests ensuring validity of the Chart of Accounts. Following receipt of goods or services, maintains receipts to enable processing of vendor payments;
• Responsible for ownership, purchases, and reporting of Corporate Credit Card transactions.

 Procurement

• As focal point for all team procurement matters, 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 team;
• Develop tools and mechanism for effective and efficient monitoring of administrative activities in support of team operations;
• Assist in the general management of personnel and operations, specifically  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 F10s; extension of contracts, leave management and entitlements; etc); 
• Manage and track consultancies, including: updating of consultancy information; Atlas balance reconciliation; time sheet reconciliation; and ensure accuracy of hours worked.
• As Directory Focal Person, request and input email and Quantum profiles for new staff and consultants, as well as modifications of existing profiles.
• 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 is required.  A first level university degree in business administration or public administration is desirable.

Experience: 

• A minimum of 6 years of progressively responsible relevant experience in administration in the public or private sector is required
• The minimum years of relevant experience is reduced to 3 years for candidates who possess a relevant first-level or advanced university degree 
• Experience in UN procurement and financial procedures is desirable
• 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, particularly French or Spanish, 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.