The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UN Environment) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). The position is located in the United Nations Office at Nairobi (UNON) Human Resources Management Service (HRMS) in the United Nations Joint Medical Service (JMS). Under the direct supervision of the Chief JMS, the incumbent will perform the following duties:
1. General Administrative Functions:
Prepares, processes and follow-up on administrative arrangements and forms related to the official travel of staff; Drafts routine correspondence; Maintains up-to-date work section files and updates files of rules, regulations, administrative instructions and other related documentations; Coordinates extensively with service units and liaises frequently with internal team members.
2. Procurement functions:
Requisition for goods and services for use in Joint Medical Service(JMS); Monitors the stock level for Joint Medical Service (JMS) supplies and initiates requisition in enterprise resource planning (ERP) system based on reorder level. Assists in the data compilation and analysis for purposes of billing. Prepares statistical tables and standard reports. Monitors status of expenditures and allotments through ERP, records variation, updates budget tables; Consolidates data received and provides support to higher-level staff with respect to budget expenditure; Reviews status of relevant expenditures and compare with approved budgets; Processes paperwork of payments to vendors before submission to Finance.
3. Human Resources Functions:
Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resources activities through ERP systems, Builds job openings for consultant and contractors recruitment; Enters maintains and certifies administrative data and records for time and attendance, performance appraisal; processes service entry sheets, payment requests, entitlements related claims and reports before submission to HR; Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services necessary; Maintains and reviews organizational staff tables; generates and reviews system generated reports.
4. Perform other duties as assigned.
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; 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.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Accountability: Takes ownership of all responsibilities and honors commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.