Organization: UNV – United Nations Volunteers
Location: Nairobi
Grade: Volunteer – National Youth – Locally recruited Volunteer
Occupational Groups:
Operations and Administrations
Administrative support
Closing Date: 2025-01-17
Specifics
Goals and mission
The human settlements agency is UN-Habitat, also known as the United Nations Human Settlements Programme. In order to provide enough housing for everyone, the UN General Assembly has ordered that towns and cities be promoted in a way that is both socially and environmentally sustainable.
As the United Nations System’s coordinating agency for human settlement activities, UN-Habitat works with governments to promote and consolidate cooperation with all partners, including private and non-governmental organizations and local authorities, in order to implement the Sustainable Development Goals (SDGs), particularly Goal 11 of “Making cities and human settlements inclusive, safe, resilient, and sustainable.” It also serves as the task manager for Agenda 21’s human settlements chapter and the main point of contact for the monitoring, assessment, and
Task description
· Initiates, processes, monitors, and follows-up on actions related to the administration of the project/programme’s human resource activities, e.g., recruitment, job classification, separation, training etc., ensuring consistency in the application of regulations and procedures.
· Enters and maintains administrative data and records for staff contact and contract status of the given portfolio.
· Provides guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
Budget and Finance
· Provides assistance in support of planning and implementation activities/processes for programme/project initiatives.
· Assists in the preparation of programme/project budget proposals; interpretation of budget classes and guideline; reviews and coordinates submissions of proposals.
· Reviews status of expenditures and compares with approved budget. Monitors status of expenditures and allotments, records variations, updates budget tables.
· Assists in the monitoring of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, consolidates data received and provides support to higher-level staff with respect to budget reviews.
· Assists in the preparation of statistical tables, standard financial reports and donor report submissions.
General Administration
· Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
· Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
· Drafts routine correspondence.
· Maintains files of rules, regulations, administrative instructions, standard operating procedures and other related documentation.
· Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the country offices /field.
· Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; organizing and coordinating administrative arrangements for workshops, conferences and translations.
· 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.
· Performs other duties as assigned.
Legal instruments and contract Administration
· Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
· Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
· Obtain necessary clearances for legal and other administrative documents from UNON and MACS, follow-up on administrative actions, and resolve issues related to such documents.
· Monitors contractors’ invoices against the goods and services provided by the contractor and approved by the UN. Processes payments to contractors.
· Prepares and processes all UN forms and permissions for contractual and work Unit, including: UN grounds passes, property passes and door keys.
Work implies frequent interaction with the following:
Staff within the Regional Office for Africa Division and clients in the Division.
Human resource, administrative, accounting staff in Headquarters and country offices, general support services and conference services staff.
Administrative agencies.
Results Expected:
Contributes to the effectiveness and efficiency of the division administrative support and specialized assistance to more senior staff in the assigned areas of responsibility.