Supports Services Associate (Maternity Replacement) - UNOCHA Somalia

I. Position Information

Title: Support Services Associate, UNOCHA Somalia Type of Contract:Temporary Appointment (Local) - Maternity Replacement Level : GS6 Direct Supervisor: Administrative/Finance Officer Duration: Six (6) Months Duty Station: Nairobi, Kenya

II. Organizational Context Under the overall guidance and supervision of the head of administrative and finance, the Support Services Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in OCHA/Somalia offices, ensuring high quality and accuracy of work. The Support Services Assocoate promotes a client, quality and results-oriented approach.

The Support Services Associate works in close collaboration with the Administrative Unit in Nairobi and Sub-Offices staff in Somalia and other UN agencies staff to exchange information and ensure consistent service delivery.

III. Functions / Key Results Expected

Summary of Key Functions:
1) Provide overall logistic and administrative support services 2) Manage travel related costs 3) Administer and execute processes and transactions 4) Back up teams 5) Support to knowledge building and knowledge sharing

1. Provide overall logistic and administrative support services focusing on achievement of the following results:

• Processing Travel authorization and estimation of related travel costs ensuring staff travels are in line with unit plan and budget. • Follow up on certification and approval of TA (Travel authorization) • Confirmation of travel approval to staff. • Provision of cost effective and time-saving travel and hotel arrangement to the staff • Arrangements for security clearance when required • Processing requests for visas for all UN travelers and follow up for timely visa issue. • Hotel reservations for visiting UN/UNOCHA officials • Update field staff movements and report to HQ and other relevant heads of units • Organization of Office receptions, meetings, workshops, conferences, retreats, etc... Handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc • Handling meeting expenses ensuring these expenses are in line with OCHA Somalia meeting plan and HQ financial authorization. • Preparation meeting expenditure statement quarterly or as necessary.
• Coordination of travel agencies, and service and facilities providers

1. Manage travel related costs focusing on achievement of the following results:

• Estimation of travel costs as a part of TA requirements. • Clearance of travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices • Receiving and certification of Invoices from Travel agents and UNHAS and Hotels for payment

1. Administer and execute processes and transactions focusing on achievement of the following results:

• Full compliance of UN/UNOCHA rules and regulations, policies and strategies on travel management • Ensure implementation of cost saving measures through negotiation with travel services provider, arrangement of the most economic route and appropriate itinerary. • Follow up with UNDP contracted travel agent to ensure provision of high quality professional service and most competitive price • Conduct market price surveys in the assigned portfolio • Maintain up-dated all pertinent files.

1. Back up teams when the prime staffs are away from the office focusing on achievement of the following results

• Management of inventory and MoU activities • F10 and advances payment • Monthly update of staff list and leave plan, and report to HQ

1. Supports knowledge building and knowledge sharing in the OCHA Somalia, focusing on achievement of the following results:

• Training of subordinate staff on the administrative procedures • Briefing/debriefing of staff members on issues relating to area of work • Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

V. Competencies and Critical Success Factors

Corporate Competencies:

 Demonstrates commitment to UNDP’s mission, vision and values  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

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 administer and execute administrative processes and transactions  Ability to extract, interpret, analyze data and resolve operational problems  Ability to supervise and train support staff  Ability to perform work of confidential nature and handle a large volume of work
 Good knowledge of administrative rules and regulations  Strong IT skills, knowledge of Atlas  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

VI. Recruitment Qualifications

Education: Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience: 6 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Language Requirements: Fluency in wriiten and spoken English

How to apply:

“Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/.