UNFPA Finance, Admin Assistants and Driver Jobs in Kenya

Vacancy No: VA/FPA/SOM/02/2011

Post Title: Finance Assistant

Type of Contract: Fixed Term

Duration: 1 Year, Renewable, subject to satisfactory performance and availability of funds

Level: GS5

Duty Station: Nairobi

Closing Date: 21 February 2011

Organizational Unit: UNFPA Somalia Country Office

Organizational Context:

UNFPA, the United Nations Population Fund, is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity.

UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.

Duties and Responsibilities:

Under the guidance and overall supervision of the Operations Manager, the incumbent  provides financial and administrative support services ensuring high quality, accuracy and consistency of work. He/She promotes a client-oriented approach consistent with UNFPA rules and regulations.

He/She works in close collaboration with the operations, programme and projects’ staff in the Country Office and UNFPA Field Offices to exchange information and ensure consistent service delivery.

Summary of Key Functions:

·         Implementation of operational strategies

·         Accounting and administrative support

·         Programme support

Ensures implementation of operational strategies focusing on achievement of the following results:

·         Full compliance of financial/administrative processes and records with UN/UNFPA rules, regulations, policies and strategies.

·         Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.

Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:

·         Proper control of the supporting documents for payments and financial reports for UNFPA projects; preparation of all types of vouchers for projects and Field Offices; PO vouchers and payment execution.

·         Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, MPOs and other entitlements are duly processed.

·         Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.

Provides support to the Programme Unit focusing on achievement of the following results:

·         Verify supporting documents for new vendors/partners before submission for approval; create vendor data base for Somalia Country Office.

·         Liaise with relevant staff on verification of supporting documents for project payments and follow up REQ till submission of payment to UNDP.

·         Take timely corrective actions on un-supported payment requests, including travel F10 claims, consultant’s fees, etc.

·         Maintenance of the proper filing system for finance records and documents.

·         Verify and ensure administrative practices are consistent with applicable rules and procedures.

·         Perform any other duties as and when required.

Core Competencies:

·         Demonstrate commitment to UNFPA’s mission, vision and values

·         Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.

·         Place UNFPA interests first and foremost, including resisting political and personal pressure. Demonstrate personal commitment to UNFPA’s mandate and vision.

·         Show respect, tact and consideration for different cultures in all communications.

·         Work collaboratively with colleagues inside UNFPA, as well as with UNFPA partners and other stakeholders.

·         Remain calm, composed and patient, regardless of her/his own state of mind.

·         Avoid engaging in unproductive conflict.

·         Set high personal standards and drive to achieve them.

Functional Competencies:

·         Ability to plan, prioritise and deliver tasks on time;

·         ability to participate effectively in a team-based information sharing environment;

·         acceptance of additional responsibilities and capacity to work under pressure;

·         high client service orientation;

·         high initiative to solve problems;

·         excellent analytical skills;

·         excellent communication skills.

Knowledge Management and Learning:

·         Shares knowledge and experience.

·         Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

·         Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, provision of information.

·         Strong IT skills.

·         Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management:

·         Focuses on result for the client and responds positively to feedback

·         Consistently approaches work with energy and a positive, constructive attitude.

·         Remains calm, in control and good humored even under pressure.

Qualifications and Experience Required:

Education:

·         Secondary Education with specialized certification in Accounting and Finance.

·         University Degree in Business or Public Administration desirable, but not a requirement.

Experience:

·         3 to 5 years of relevant finance, experience at national or international level is required.

·         Experience in the usage of computers and office software packages (MS Word, Excel, etc), and knowledge of spreadsheet and database packages, and experience in handling of web -based financial management systems,e.g. ATLAS.

Languages:

·         A good command of the English language, both written and spoken.

Applications with a current CV and P11 (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/02/2011 –“Finance Assistant” on the envelope should be addressed to:

The Representative
UNFPA CO Somalia
P.O. Box 28832, 00200
Nairobi, Kenya.

OR Email address: recruit.unfpasom@unfpa.org

Women are strongly encouraged to apply.

Vacancy No: VA/FPA/SOM/04/2011

Post Title: Administrative Assistant

Type of Contract: Fixed Term
Level: GS5

Duration: 1 year, Renewable, subject to satisfactory performance and availability of funds.
Duty Station: Nairobi

Closing Date: 21 February 2011
Organisational Unit: UNFPA Somalia Country Office

Duties and Responsibilities

Under the guidance and overall supervision of the International Operations Manager (IOM), the incumbent will carry out the following functions:

Administration:

·         Draft responses to incoming correspondence, type and proof-read correspondence and documents utilizing the computer.

·         Make flight bookings and hotel bookings for staff and missions.

·         Maintain upto-to-date addresses and telephone numbers of staff, partner agencies and vendors.

·         Prepare Travel Authorization (TA), calculate entitlements for staff and other UNFPA personnel travelling, support in the completion of Annual Travel Plans.

·         Raise requisitions in ATLAS, receipting POs, budget checking Requisitions and prepare certification of payment for air ticket bills and other Admin related payments.

·         Submit GHG Emission Calculator annually and serve as UNFPA Focal point for UNFPA Going Green Initiative.

·         As the UNFPA ISECT Administrator; ensure up-to-date staff records on duty stations and their dependants for security purposes.

·         Maintain up-to-date UNDSS staff movement tracking.  Place confirm requests for security trainings/briefings through UNDSS office.

·         Take notes at All staff and Operations meetings and prepare correspondence as directed by Operations personnel.

·         Update and manage the office filing system to ensure easy and quick retrieval of information.

·         Assist in the preparation of budget, provision of information for audit.

·         Maintain records on assets management, preparation of reports, keep up-to-date inventory record and submit annual inventory certification letter to FASB.

·         Maintain files and records relevant to office maintenance

·         Provision of support to maintenance of common premises and common services

·         Organization of shipments, customs clearance arrangements, preparation of documents for shipments (receive/sent), Preparation of all necessary documents, receipt of quotation, bids or proposals, their preliminary evaluation.

·         Responsible for the implementation of MOSS and MORSS at Country Office Nairobi and field offices in Hargeisa, Garowe, Galkayo and Bosaso

Human Resources

·         Keep up-to-date personnel files for each individual staff member by complying to UNFPA standards and procedures and ensure that complete and relevant documentation is kept on file;

·         Maintain an updated organogram of office;

·         Assist field offices in personnel issues;

·         Assist in medical evacuation process and contact concerned departments of United Nations System

·         Performs other duties as assigned by the supervisor

Functional Competencies:

·         Initiative and discretion;

·         participates effectively in a team-based information-sharing environment, collaborating and cooperating with others;

·         plans and produces quality results to meet established goals;

·         strives for quality client-oriented services;

·         executes day-to-day tasks systematically and efficiently;

·         good communication skills;

·         capacity to work under pressure.

·         Organizes and priotizes work schedule to meet client needs and deadlines.

·         Establishes, builds and sustains effective relationships within work unit and with internal and external clients.

·         Anticipates client needs and addresses them promptly and diplomatically.

Corporate Competencies:

Integrity/Commitment to mandate

·         Inspires confidence through personal credibility.

·         themselves accountable for actions taken.

·         Takes initiative to report on any deviations from established norms/practices.

·         Places UNFPA interest first and foremost, including resisting political and personal pressure.

·         Demonstrates personal commitment to UNFPA’s mandate and to the organizational vision.

Knowledge sharing/Continuous learning

·         Takes responsibility for personal learning and career development.

Valuing Diversity:

·         Shows respect, tact and consideration for different cultures in all communications.

Communicating information and ideas:

·         Prepares written material in a manner that does not require corrections or editing by other.

Conflict and self management:

·         Remains calm, composed and patient, regardless of her own state of mind.

·         Avoids engaging in unproductive conflict

Education:

·         Secondary School Education with certification in Administration and HR.

·         University Degree in related fields desirable but not a requirement.

Experience:

·         4 to 5 years relevant experience in Administration/HR,  preferably part of it with an International organization or the United Nations.

Languages:

·         A good command of English language, both written and spoken.

Computer Skills:

·         Proficiency in current office software applications.

Applications with a current CV and P11 (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/01/2011 –Driver” on the envelope should be addressed to:

The Representative
UNFPA CO Somalia
P.O. Box 28832, 00200
Nairobi, Kenya.

OR Email address: recruit.unfpasom@unfpa.org

Women are strongly encouraged to apply.

Vacancy No: VA/FPA/SOM/01/2011

Post Title: Driver

Type of Contract: Fixed Term Appointment

Level: GS2

Duration: 1 year, Renewable, subject to satisfactory performance and availability of funds.

Duty Station: Nairobi, Kenya

Closing Date: 21 February 2011

Organisational Unit: UNFPA Somalia Country Office

Duties and Responsibilities

Under the overall guidance and direct supervision of the International Operations Manager (IOM), Head of Office, the driver will perform the following duties:

·         Drives authorized personnel as directed.

·         Delivers, collects mail, documents and other items as instructed

·         Meets and escorts senior UNFPA officials to and from the airport and facilitates immigration and customs formalities as required;

·         Responsible for the day to day maintenance of the assigned vehicle, checks oil, water, battery, brakes, tyres etc; performs minor repairs and arranges for other repairs and ensures that the vehicle is kept clean at all times;

·         Logs official trips, daily mileage, gas consumption, oil changes, greasing etc;

·         Ensures that the steps required by rules and regulations are taken in case of involvement in accident;

·         Performs clerical work related to administrative services such as sorting, filling, photocopying, etc; as required;

·         Performs other duties as assigned by the supervisor.

Functional Competencies:

·         Initiative and discretion;

·         participates effectively in a team-based information-sharing environment, collaborating and cooperating with others;

·         plans and produces quality results to meet established goals;

·         strives for quality client-oriented services;

·         executes day-to-day tasks systematically and efficiently;

·         good communication skills;

·         capacity to work under pressure.

Qualifications and Experience:

·         Completion of Secondary School Education,

·         valid and clean driving license,

·         knowledge of mechanics;

·         good knowledge of Nairobi, and surroundings,

·         four years’ work experience as a driver and a safe driving record.

Applications with a current CV and P11 (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/01/2011 –Driver” on the envelope should be addressed to:

The Representative
UNFPA CO Somalia
P.O. Box 28832, 00200
Nairobi, Kenya.

OR Email address: recruit.unfpasom@unfpa.org

UNFPA will only be able to respond to those applications in which there is further interest.

‘UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life.  We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.’