Administrative Analyst

Job categories Administration

Vacancy code VA/2024/AFO/28292

Level ICS-8

Department/office AFR Africa Region (AFR)

Duty station Nairobi, Kenya

Contract type International ICA

Contract level IICA-1

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

Application period 30-May-2024 to 13-Jun-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Background information - Africa Region (AFR)

Africa Region, Office of the Regional Director

The Africa region (AFR) currently consists of five Multi-Country Offices located in the Democratic Republic of Congo, Ethiopia, Ghana, Kenya and Senegal. These Multi-Country Offices cover all of the African continent, including Francophone, Anglophone and Lusophone countries. Currently the Africa Region (AFR) is implementing a wide range of infrastructure, procurement and transactional projects in over 40 countries

The Office of the Regional Director (RD) for Africa manages a geographically defined portfolio of engagements, including leading strategy and business development for the region, overseeing management of operations, and ensuring appropriate risk management.

The AFR Office for the RD is currently located in Nairobi, Kenya

Under the guidance and direct supervision of the Regional Director, the Administrative Analyst facilitates the effective and efficient functioning of the Regional Office (RO) from coordination and program management support to the management of premises and oversight of administrative services.

The Administrative Analyst promotes a collaborative and results-oriented approach and may supervise and lead the team of the administration personnel within the Regional Office. The selected candidate will work in close collaboration with UNOPS personnel at all levels including UNOPS executives, support services, and project teams locally as well as UN agencies and Government officials.

Functional Responsibilities

Summary of Key Functions ...

Summary of Key Functions

Coordination and Management Support
Management of RO administrative services
Management of Regional Office premises
Knowledge sharing and information management

1. Coordination and Management Support

Support the coordination and delivery of corporate, cross-functional processes/initiatives.
Cooperate efficiently and effectively among different sub-teams to achieve results.
Research, review, analyze and summarize information for the Regional Director’s briefings, ensuring the required quality and deadlines are met.
Prepare and maintain a register of minutes and decisions from Management Meetings with close progress monitoring to help ensure implementation of decisions.
Establish solid working relationships with senior leadership and other key stakeholders.
Support collection and analysis of data from the Region, HQ units, and RO Advisors for reporting on KPIs and the RO budget enabling ongoing decision-making
Collect input and feedback related to patterns of issues and inefficiencies to propose relevant processes and system improvements supporting change management
Manage the calendar of the AFR Regional Director arranging high-level meetings/visits
Attend select meetings and working groups to take notes, contribute to implementation, and provide feedback on the information in a concise manner.
Liaise with relevant stakeholders (field offices and HQ) for their inputs into joint projects, presentations, and missions ensuring inputs are provided in a timely manner.
Support drafting of internal communication on behalf of the RD when requested including routine correspondence to internal and external recipients.
Lead special projects managed by the Regional Office, as needed.

2. Management of RO administrative services

Upholding RO operations and supervision of the administrative team
Monitoring and analysis of administrative services and undertaking continuous improvement in policies, systems and procedures to ensure services are aligned with changing business needs, collaborating with region to drive the efficiency agenda
Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.

Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans
Preparation and monitoring of the teamwork-plans. Supervision and guidance to the staff in the administrative team, including the drivers’ team, handyman and administration personnel, for satisfactory performance and client-oriented services.
Ensuring management of office vehicles and transportation service, supervision of inventory and office assets, and delivery of logistical support from VIP meetings to travel

Administrative advice and support to international staff and consultants (e.g. assist international staff and consultants in finding suitable housing)
Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.)

3. Management of UNOPS premises

Overall management of office premises; including negotiation of office lease renewal in consultation with the Regional Office/Multi Country Office management team.
Promotion of energy-saving and implementation of green office policy.
Coordinating and monitoring delivery/quality of procurement, cleaning, and maintenance work of the office and environment to ensure effective and efficient services be provided
Providing assistance to management on security-related issues, from maintenance of the BCP and preparation of quarterly Security Incident Reports to analysis and identification of issues for subsequent corrective action in liaison with relevant stakeholders.

4. Knowledge sharing and information management

Simplify and streamline processes and implement digital tools necessary for the proper functioning of the Regional Office, staying abreast latest technological developments.
Maintaining filing and UNOPS Staff List (including dependents) updated regularly.
Organization of training for the operations/projects staff on administrative-related topics.
Briefing/debriefing of staff members on issues relating to area of work

Sound contributions to knowledge networks and communities of practice.
Synthesis of lessons learned and best practices in administration.

Impact of Results

The key results have an impact on the overall efficiency of the office administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensures client satisfaction and overall effective delivery of UNOPS programmes and projects.

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education Bachelor degree (or equivalent) in Business or Public Admini...

Contract type, level and duration

Contract type: ICA Contract level: ICS-8, IICA 1 Contract duration: Open...

This vacancy is closed.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.