Background Information - Job-specific
About the Multi-Country Office
Located in Nairobi, Kenya, the East and Southern Africa Multi-Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Multi Country Office in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa, including Malawi where UNOPS is physically present. The current portfolio includes transactional projects in partnership with the UN Agencies based in Nairobi and elsewhere in the sub-region, such as UN-Habitat, UNEP, WHO and UNHCR and multiple โoperationalโ projects in Kenya, Uganda, Tanzania, Zimbabwe, Mozambique, Zambia and Malawi. Job Specific Context
The Accelerated Partnership for Renewables in Africa (APRA) is an African country-led international partnership that brings together governments and stakeholders working to accelerate the deployment of renewables to enhance energy access, enable green industrialisation, and improve economic and societal resilience. To accelerate and optimize the implementation of APRA on the ground and enhance its operational and programme management capacities, UNOPS is hosting the APRA Implementation Office. Currently, 10 African countries and four partner countries are members of APRA, with several international organisations, philanthropies, and others serving as supporting members. Job Highlight and Role Purpose
Under the direct supervision of the Project Management Officer, the Administration Assistant will contribute to ensuring that the project activities are in compliance with defined project objectives. S/he will be responsible for providing support for all operationsl aspects of the project, including but not limited to covering all aspects of human resources, finance, procurement, contracting and logistics, administration, and internal reporting as requested. Functional Responsibilities
Administration
Project Monitoring and Reporting
Knowledge Management Operational and Logistic Support
Liaise with UNOPS support service units to manage APRA related administration, operations and procurement matters; including coordination of event organisation and travel of participants.
Provide efficient support in contract management, and supervision and management of contracts and purchase orders.
Support the preparation of budget forecasts and periodic financial reports as requested.
Assist the Project Management Officer in monitoring all Human Resources (HR) requirements and related activities under the Project.
Support the preparation of ToR for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert support as required.
Support consultants in the course of their assignment.
Alert the supervisor of any operation and administrative problems, and initiate corrective action as necessary.
Maintain records of project files and reports according to UNOPS document management guidelines. Administration
Support in maintaining all supporting project financial documents for audit and review processes.
Support in monitoring project trackers, budget and financial expenditure and administrative procedures in line with the project work plan.
Support in the processing of direct payments and advance requests and project budget revisions.
Support the preparation of financial reports, including developing financial monitoring and reporting formats as per the project and UNOPSโ requirements.
Support the project team by monitoring budgets, cash flow and reporting on expense obligations to ensure deliverables are met.
Alert the supervisor of any financial problems, and initiate corrective action as necessary.
Support in coordinating vendor communications, meetings, and reports as necessary. Project Monitoring and Reporting
Provide support for internal and external reporting.
Perform administrative tasks related to monitoring and updating of project inventory and assets tracker, including recording and reporting as per UNOPS rules and regulations.
Support the Project Management Officer in maintaining the shared folder, uploading project files including quarterly donor reports on the UNOPS system.
Provide support with the organization of meetings; prepare minutes and summaries of actions to be taken, and follow-up as required.
Support the compilation, consolidation and analysis of data for regular reports and project plans. Knowledge Management and Innovation
Transfer Administration practice and learning to other project team members so that they can continue to maintain the established systems and practice for the project duration.
Support the compilation of lessons learned as per defined reporting format.
Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.
Maintain records of project files and activity reports
Impact of Results
The effective and successful achievement of results by the Administration Assistant directly impacts the achievement of APRA Implementation Office results by providing operational support and contributing to adherence to project management methods and strategies, thereby reducing risks, cutting costs, and improving success rates.
Education/Experience/Language requirementsEducation:
Required: Completion of secondary education.
Desired:
First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required. Bachelor degree may substitute required years of work experience. Professional certification in public/business administration is an asset. Experience:Required:
Minimum of 4 years of relevant work experience with completion of secondary education or, no work experience required with bachelor/masterโs degree in project support or operations. Minimum of 4 years experience in computers and office software packages (Google Workspace or MS Office) is required. Minimum of 4 years experience in handling web-based management systems is required.Desired:
Experience and demonstrated knowledge of rules and procedures in Project Management, Procurement, Finance, and administrative rules and regulations will be an advantage. Experience working in an international organization or development setting is desirable. Prior UNOPS experience is desirable. Language:Fluency in writing, reading and speaking English is required. Knowledge of another UN working language is desirable. 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. Contract type, level and duration
Contract Type - Local Individual Contractor Agreement Contract Level - LICA 4 Contract Duration - Ongoing, subject to organizational requirements, availability of funds and satisfactory performance.
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
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.
UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.