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Administration Assistant

3 months ago

Nairobi, Nairobi Area, Kenya UNOPS - United Nations Office for Project Services Full time
Background Information - Job-specific


UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.


Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel.

UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.


Working in some of the world's most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.


We employ more than 6,000 personnel and on behalf of our partners create thousands more work opportunities in local communities.

Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.

Below is the project description:

1. Methodology and Scope of the Assignment


UNOPS will under the direct supervision of the relevant partner focal point and in close collaboration with the responsible department and unit at the MOH at national level, the focus Counties, undertake the following activities guided by the Immunization Work plan and Detailed budget developed by National MOH and Partners.


Depending on the type of activity that UNOPS is required to support, provide the necessary administration, logistical and operational support to the client.


  • During the campaign, facilitate the disbursement and payments of the campaign activities in multiple counties and their sub counties during the selected immunization campaigns.
  • Certify all documents against the payments (as stipulated in attached budgets), e.g. payment schedules, invoices, receipts etc. These will be at the National, county and sub-county level.
  • Monitor / spot checks on implementation of activities.

2. Monitoring and Progress Controls


The Administration Assistant ( Retainer) will assist and maintain a database / spreadsheet of all the activities conducted during the project period including participants attending type of training, duration, presenters etc.

The database / spreadsheet should enable statistical data at any given time and help in monitoring and evaluation of the performance and progress of the Training component.

The purpose of the position is to support the administration of all project activities in the field.

Functional Responsibilities

Under the direct supervision of the Project Manager, the Administration Assistant will:

Assist with clerical and administrative duties, including but not limited to the following : - Obtain quotations, organize transport for participants in the training events, maintain financial records and confirm attendance to the events, organize accommodation and meals, arrange training equipment in support of the event, place advertisements, confirm attendees, prepare briefing materials and project communications accurately and on time, explain costs and confirm payments to be made,keep records, make suggestions for improvements and make recommendations, be the focal point of communication in the County between the relevant partners

  • Respond to partner queries and forwarding queries to UNOPS PMSA field coordination to respond as necessary.
  • Assist in the production of training documentation.
  • Assist in the preparation of pre and post training activities and reporting.
  • Have the ability to coordinate and facilitate the training events to the target groups required by the partners and actively participate and help in conducting the training events.
  • Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
  • Resolution of routine administrative and process issues, referring complex issues to the PMSA Field Coordinator with recommendations for course of action.
  • Use of technology and electronic systems and tools to initiate work, share information with project staff and stakeholders.
  • Take up any other additional responsibilities as may be assigned by the Field Coordinator.
Education/Experience/Language requirements

Education

  • Completion of secondary school with four (4) years of experience is required;
  • High School Diploma in economics, finance, commerce, accounting and or other related field with two (2) years of relevant professional experience disciplines may be accepted;
  • Bachelor's Degree in economics, finance, commerce, accounting and or other related field will be an added advantage.

Work Experience

  • 4 years' experience working in an administrative position or similar role is required;
  • One (1) year experience in financial management is required;
  • Experience in planning, field experience and coordination will be an added advantage;
  • Experience in google suit applications will be an asset.

Language

  • Fluency in written and oral English is required.
Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Information

  • Please note that UNOPS does not accept unsolicited resumes.
  • Applications received after the closing date will not be considered.
  • Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
  • UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
  • Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
  • We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions

  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
  • For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract [here]).
  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
  • It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.
Contract type, level and duration

Contract type:
Local Individual Contractor Agreement

Contract level:
LICA 4

Contract duration:
Ongoing ICA – 'Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.'

For more details about the ICA contractual modality, please follow this link:

Background Information - Kenya

Kenya

The UNOPS Kenya office manages more than 60 projects in around 10 countries of eastern and southern Africa.

UNOPS in Kenya helps partners achieve their project goals in sectors including:
governance, education, health, the environment, grant management and rural development.