UNICEF Administrative Assistants (GS6) Jobs in Kisumu and Lodwar Kenya June 2014

 

United Nations Children’s Fund (UNICEF)

Eastern and Southern Africa Regional Office

Vacancy Announcement “KCO/ADM/2014-017”

Duty Station: Kisumu / Lodwar

Post: Administrative Assistant – GS6

Type of Contract: Fixed Term

Reference # KCO14052 – Kisumu

Reference #  KCO14061 – Lodwar

Date of Issue: 20 June 2014

Closing Date: 04 July 2014

Applications are hereby invited from suitably qualified candidates to fill the above Fixed Term position in UNICEF Kenya Country Office (KCO).

Purpose of the Post: Under the direct guidance of the respective Chief Field Office, assists in the Coordination of all Administrative and Financial functions of the Kisumu and Lodwar Zonal offices.  

Supervises driver(s) and ancillary staff and deliver operational support for programme implementation.  

Where necessary, technical guidance will be provided by Administrative and Finance Specialists, KCO.

Major Duties and Responsibilities:

1. Manage the admin and finance function of the zonal office. 

  • Negotiate contracts with local providers of services required by the office. This entails ensuring that all offices services including, telephones, fax, photocopying machines and office equipment are well maintained and are running smoothly at all times. 
  • Arranging for adequate office space and furniture for staff members and office maintenance services in a timely fashion and supervising the office cleaning services to provide effective operations support to the office. 
  • Overseeing the security of the office and ensuring that the office has adequate security for the entire building, property and staff in line with organizational policies/procedures.
  • In this regard the staff members shall be the focal point for all security issues by liaising with the local UNDSS Field Officer on all security matters including Security Clearances. 
  • The staff members shall also ensure that the office is MOSS compliant by ensuring that the office is fitted with all MOSS equipment in line with the guidelines.
  • Monitor contracts and alert Admin Section for timely renewal and provide feedback as necessary on the admin services availed;
2. Coordinating all Transport functions of the Office including the supervision of the drivers and the maintenance of office vehicles. Liaise with transport assistant in Nairobi regarding all maintenance and repairs required. Check all log books on a regular basis to verify trips undertaken and paying particular attention to vehicle fuel consumption and any anomalies on the mileage covered per trip and report the same to the Administrative Officer in Nairobi;
3. Managing office inventory and maintain up to date records on all office inventory in the prescribed format. Undertaking physical inventory of all office non-expendable property/other office assets twice a year in April and October and send the status report on all office inventory to the Admin. Assistant in Nairobi.  Support KCO in facilitating PSB actions are carried out under the guidance from Admin Officer;

4. Coordinating all Travel requirements for in-coming and out-going staff members, consultant’s bookings for accommodation, arranging for Security Escorts.  Where needed, coordinate with Vision Hub to ensure that support is provided to the office staff/consultants;

5. Responsible to the Finance Manager in Nairobi for the banking and cash functions in the office. Maintains the office bank account and liaise with officials of local banks to obtain day-to-day information, and monitors changes in procedures and regulations, and matters pertaining to maintenance of office bank accounts.

Act as office cashier and custodian for the office petty cash, facilitate payments as per the guidance from KCO Finance Unit, ensure adequacy of supporting documents and correct coding, issue payments against approved payment requests.  Maintain records pertaining to the petty cash payments with support documents.  Coordinate with Finance Section for timely replenishment of petty cash following the defined procedures;

6. Prepares recurring reports as scheduled including the monthly expenditure reports (F149), ensures timely closure of the monthly accounts, ensures required documents and reports are forwarded to the Finance section on a timely basis for on-forwarding to HQ;

7. Provide guidance to staff on admin and finance related issues in line with the policies, supervise drivers and concerned ancillary staff to ensure effective office maintenance and other related admin services, draft correspondence of routine nature.  Coordinate with Nairobi and local service providers to ensure timely operational services to the field office to support programme implementation; and

8.  Any other tasks as defined by supervisor.

Required Qualifications:

  • Completion of secondary education.  
  • Ability to operate calculator, computer (MS-Office such as Word, Excel and PowerPoint) or other machines used to maintain accounts. 
  • Additional commercial training in bookkeeping, business or accounting is desirable.
Experience:
  • Six years of general accounting/admin clerical experience. 
  • Completion of secondary education, preferably supplemented by technical or university courses in a field related to the work of the organization. 
  • Computer literacy and ability to effectively use standard office software, tools and technologies.
Language: 
  • Fluency in English.
  • Knowledge of local language an asset.
Other Skills and Attributes
  • Good supervisory skills
  • Good computer literacy especially Excel, Access and other accounting packages. 
  • Knowledge of Financial investigation skills, analysis and interpretation of figures
  • Managing resources as a skill is necessary
  • Judgment and analytical skills are required for better decision making
  • Good communication skills.
Competencies:
 
i) Core Values (Required)
  • Commitment      
  • Diversity and Inclusion     
  • Integrity
ii) Core Competencies (Required)
  • Communication [Level I] 
  • Working with People [Level II] 
  • Drive for Results [Level I]
iii) Functional Competencies (Required)
  • Analysing [II]
  • Applying Technical Expertise [Level II]
  • Following instructions and Procedures [Level II]
  • Planning and Organizing [Level II]
Interested and suitable candidates should ensure they forward their applications along with their curriculum vitae, P11 Form (internal candidates should attach copies of their last two Performance Evaluation Reports), to:

The Human Resources Manager
UNICEF Kenya Country Office
Email address: kenyahrvacancies@unicef.org

Please indicate

Reference No. “KCO/ADM/2014-017” in the email subject
Case# and duty station for the post applied to.
“Qualified female candidates are encouraged to apply”
Zero tolerance for sexual exploitation and abuse
UNICEF is a smoke-free environment

 

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