2025 Administrator Roster P2 and P3 Levels Job. NGO Jobs In Kenya

Description Of Duties

Under the direct supervision of the PAHO/WHO Representative (PWR), and the general guidance of the Director of Administration (AM), the incumbent assists in the planning, organization, operation, and evaluation of the PWR Office’s administrative services and is responsible for, but not necessarily limited to, the following assigned duties:

• Implement PAHO standard systems, norms and procedures for the administration of human, financial and material resources of the PWR Office and any co-located cost centers, as well as for the control and evaluation of such processes;
• Collaborate with the PWR and any co-located Cost Center Managers in the planning, organization, operation, and evaluation of administrative services, as part of the biennial work planning and HR planning exercises;
• Participate in the implementation and development of the Organization's technical cooperation projects and activities for the PWR and any co-located cost centers by planning and controlling all financial and administrative services/support required;
• Formulate general and specific budgetary estimates for projects; plan, organize and monitor the application, control and accounting of approved budgetary allocations by programs;
• Administer, control, and disburse funds within the approved budgetary allocation as approved by the corresponding manager and PWR and any co-located Cost Center Managers in accordance with established regulations and procedures and within the authority delegated;
• Administer personnel policies and apply established regulations, rules and procedures concerning recruitment, appointment, benefits, and other personnel matters, including issues related to immunities and privileges as they apply to international staff as well as local labor legislation as it applies to locally recruited administrative personnel, contractual services and special service agreements;
• Supervise the computerized administrative activities of the Office, manage coordination of the office systems with the corporate Enterprise Resource Planning (ERP) system (PMIS); monitor the development of new systems software and the preparation of the corresponding operation standards and procedures manuals in accordance with corporate IT Governance processes; ensure that the appropriate systems administrative and maintenance tasks are performed; assist in the maintenance of the Office's computerized information systems in accordance with corporate standards;
• Provide support and collaborate in the implementation of projects and initiatives, including providing support for the delegation of transactions and processes to shared service centers, where applicable;
• Develop and recommend annual staff development programs in order to improve the efficiency and effectiveness of the Office's administrative and managerial capability; plan and organize the implementation of approved training; participate or provide training in subjects related to administration;
• Brief and guide project managers and other personnel on national, subregional and regional projects with respect to the management of all administrative operations and services; ensure that pertinent rules and regulations of the Organization, as well as conditions of agreements with donors and the government are observed;
• Prepare confidential correspondence, special reports, questionnaires, evaluations, and justifications related to specific and general administrative tasks within the area of responsibility;
• Coordinate the periodic collection and analysis of pertinent economic and financial data in order to recommend rates or adjustments to rates for special service agreements, special contractual arrangements, agreements with donors, other participating institutions, etc.;
• Coordinate joint services with UN agencies’ administrative teams, where applicable;
• Develop, implement and ensure institutional/organizational security measures are complied with in accordance with corporate security standards;
• Monitor and coordinate the upkeep and maintenance of the premises with service providers and Government counterparts as per contracts, basic and lease agreements for the property;
• Assist the Representative and any co-located Cost Center Managers and the technical advisors in the active search of funding for priority projects in the country; participate in meetings with donors; prepare presentations and necessary documents for obtaining financing;
• Manage the administrative team to provide administrative services for the PWR office and any co-located cost centers; ensure effective delivery of services through the appropriate internal controls and periodic evaluations in accordance with policies and guidelines;
• Ensure basic program and budget management functions, in particular follow-up of program implementation, human resources plan and operational plan;
• Participate in technical-administrative meetings and contribute to the efficient and timely implementation of the technical cooperation program;
• Participate in monitoring meetings related to the execution/implementation of national voluntary contribution (NVC) agreements and projects;
• Supervise staff assigned to the Administrative Team, establish clear work objectives, conduct timely and effective performance appraisals, provide coaching and feedback, and support staff development opportunities;
• Participate in the PAHO Administrators Network under the leadership of the Director of Administration and ensure that information discussed during Network meetings is shared with the PWR and any co-located Cost Center Managers, administrative personnel, and technical personnel as appropriate.
• Perform other related duties, as assigned.

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Required Qualifications

Education:

• Essential: A bachelor’s degree in business, public administration, finance, economics, or in any of the areas related to the functions of the position, from an accredited university.
• Desirable: A master’s degree in management, business administration or related field would be an asset.

Experience:

• Essential P2: Five years of combined national and international professional experience in administration, with supervisory responsibilities in budget, finance, personnel, procurement, or general services. Experience should include supervision of staff, experience with corporate ERP systems, and management of corporate resources.
• Essential P3: Seven years of combined national and international professional experience in administration, with supervisory responsibilities in budget, finance, personnel, procurement, or general services. Experience should include supervision of staff, experience with corporate ERP systems, and management of corporate resources.
• Desirable: Experience in applying UN procedures and policies for disaster preparedness, emergency response, and for safety/security matters would be an asset.

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How to Apply

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