Administrative and Finance Officer, Nairobi

## Administrative and Finance Officer, Nairobi - Organization:UNODC - Office on Drugs and Crime Org. Setting and Reporting:This position is located in the Regional Office for Eastern Africa (ROEA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Nairobi, Kenya. The incumbent will work under the overall supervision of the UNODC Regional Representative. The incumbent will work closely with the Division of Management (DM) in Vienna and the Regional Section for Africa and the Middle East (RSAME) at UNODC headquarters in Vienna. Fore more information on UNODC, please visit our website: www.unodc.org Responsibilities:Within assigned authority, the incumbent will be responsible for the overall monitoring, coordination, and timely implementation of all ROEA administrative related functions (procurement, finance, human resources, property management and information and communication technologies) in conformity with United Nations (UN) Regulations and Rules and UNODC established policy and procedures. The Administrative and Finance Officer will be responsible for the following specific duties: Administration and Operations management:Coordinate, monitor, supervise and evaluate the work of the ROEA operations team consisting of staff responsible for administration, finance, procurement, human resources management, property management and ICT.Establish sound procedures, practices, standards, and tools that are consistent with UN policy and practice in order to ensure proper budget, accounting, financial, property and human resources management and control.Liaise with ROEA management, relevant UNODC Headquarters Divisions and Sections, and programs/projects and program offices in the region on all administrative matters.Analyse, review and maintain updated UMOJA mapping and assignment of roles across ROEA staff to ensure effective implementation.Monitor support services, including facility and assets management, transport, travel, communications, and information technology support and provision of local utilities and service requirements.Contribute to risk analysis, business continuity and contingency planning, monitor and make the necessary recommendations.Participate on behalf of UNODC in relevant UN/UNON coordination mechanisms related to operations management and common services.Coordinate relevant reporting on all administrative and finance matters and ensure knowledge sharing of lessons learnt/best practices.Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. Financial resources management:Prepare and consolidate ROEA’s overall field office budget, analyse and monitor budget implementation, and prepare regular update reports for senior management.Monitor, report and advise on the financial status of projects/programs, coordinate and assist project/program teams with all budget-related matters.Contribute to the preparation and submission of financial reports, monitor commitments, coordinate the implementation of internal controls for finance and administration related matters to ensure full compliance with rules and regulations.Certify that proposed obligations or expenditures are in accordance with the Financial Regulations and Rules of the UN, donor requirements if applicable, and corresponding approved allotments.Supervise reporting to HQ on year-end closing-related requirements in accordance with relevant guidance, ensuring provision of timely and accurate information.Respond to internal/external audit queries/observations and follow up on audit recommendations. Human Resources, Procurement, Property Management and ICTCoordinate recruitment plans with relevant managers and submit to senior management and headquarters.Coordinate and monitor recruitment processes and liaise with relevant managers, project/program human resources focal points and the Human Resources Management Service (HRMS).Assist programs/projects to cost and plan human resource needs, support development of HR guidance.Monitor all staff management-related issues in accordance with UNODC rules and regulations.Develop and implement monitoring tools to ensure compliance with mandatory training, e-PAS cycles, and other staff obligations.Provide guidance on privileges and immunities to international staff and liaise with host country services, as needed.Ensure that onboarding and separation processes are implemented to guarantee smooth arrival and departure of personnel.Work with the Procurement Team to coordinate and implement all procurement in line with applicable rules and regulations, ensure implementation of policies and procedures for the control, safekeeping, recording, utilization, maintenance and disposal of property.Coordinate the provision of ICT services and support staff, particularly through the UN Office at Nairobi (UNON).Perform other work-related duties as required. - Coordinate, monitor, supervise and evaluate the work of the ROEA operations team consisting of staff responsible for administration, finance, procurement, human resources management, property management and ICT. - Establish sound procedures, practices, standards, and tools that are consistent with UN policy and practice in order to ensure proper budget, accounting, financial, property and human resources management and control. - Liaise with ROEA management, relevant UNODC Headquarters Divisions and Sections, and programs/projects and program offices in the region on all administrative matters. - Analyse, review and maintain updated UMOJA mapping and assignment of roles across ROEA staff to ensure effective implementation. - Monitor support services, including facility and assets management, transport, travel, communications, and information technology support and provision of local utilities and service requirements. - Contribute to risk analysis, business continuity and contingency planning, monitor and make the necessary recommendations. - Participate on behalf of UNODC in relevant UN/UNON coordination mechanisms related to operations management and common services. - Coordinate relevant reporting on all administrative and finance matters and ensure knowledge sharing of lessons learnt/best practices. - Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. Financial resources management: - Prepare and consolidate ROEA’s overall field office budget, analyse and monitor budget implementation, and prepare regular update reports for senior management. - Monitor, report and advise on the financial status of projects/programs, coordinate and assist project/program teams with all budget-related matters. - Contribute to the preparation and submission of financial reports, monitor commitments, coordinate the implementation of internal controls for finance and administration related matters to ensure full compliance with rules and regulations. - Certify that proposed obligations or expenditures are in accordance with the Financial Regulations and Rules of the UN, donor requirements if applicable, and corresponding approved allotments. - Supervise reporting to HQ on year-end closing-related requirements in accordance with relevant guidance, ensuring provision of timely and accurate information. - Respond to internal/external audit queries/observations and follow up on audit recommendations. Human Resources, Procurement, Property Management and ICT - Coordinate recruitment plans with relevant managers and submit to senior management and headquarters. - Coordinate and monitor recruitment processes and liaise with relevant managers, project/program human resources focal points and the Human Resources Management Service (HRMS). -