Background Information - Job-specific
Background Information - UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partnersโ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
Diversity
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce โ a strength that helps us better understand and address our partnersโ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work Life Harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
Background Information โ ESAMCO
Located in Nairobi, Kenya, the East & Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple โoperationalโ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.
Background Information - Job-specific
Under the direct supervision of the functional supervisor and under the overall guidance from the Administrative Associate, the Administration Senior Assistant (Protocol and Logistics) provides support to personnel and partners and protocol operations performing a variety of administrative processes while ensuring high quality and accuracy of work. The Administration Senior Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant supports the Kenya Country Office, Africa Regional Office and other UNOPS entities hosted in Nairobi, Kenya to promote a client, quality and results-oriented approach.
Functional ResponsibilitiesCoordination Support Travel and Visa Support Knowledge Building and Knowledge Sharing Logistics Support 1) Coordination Support
Coordinate with all programmes on matters relating to support from counterpart ministries (including follow-up on visas, importation of project assets, et al)
Coordinate with Embassies in Kenya for obtaining visas for both local and international staff for the official trip abroad
Coordinate with government ministries to have the approval for purchasing vehicles for personal use and importation of personal effects
In consultation with the Supervisor and respective units, answer queries from the Ministry of Foreign Affairs and counterpart Ministries in a logical and reasonable manner.
Draft routine correspondence on a variety of protocol related matters, and type verbal notes when requested
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making
Collaborate with the Executive Office, Administrative Offices, and UN agencies on protocol services, ensuring efficient coordination.
Maintain an up-to-date filing system and electronic database with client data and ensure the integrity of data stored therein
Assist with cost recovery tasks, including processing and tracking visa-related costs, maintaining an updated service catalog for cost recovery purposes, and preparing billing documents in the ERP
Provide timely communication to all staff regarding protocol procedures and UN system events involving Protocol at the country level. 2) Travel and Visa Support
Supports the organization and delivery of training and learning initiatives for personnel on protocol-related topics.
Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in protocol.
Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
Maintains unitโs documentation including records and files, ensuring safekeeping of confidential 4) Logistics Support
a) Vehicle Coordination and Scheduling:
Assist in the planning and scheduling of vehicle usage for transport needs.
Coordinate with drivers to ensure on-time delivery and pick-up of goods and personnel.
Maintain accurate records of transport schedules, routes, and destinations.
Monitor vehicle availability, service schedules, and maintenance needs. b) Driver Support:
Provide guidance and instructions to drivers regarding daily transport assignments.
Monitor driver performance, ensuring compliance with safety regulations and traffic laws.
Record and report any issues related to driver performance or behavior. c) Logistics and Documentation:
Maintain and update transportation-related documentation, including delivery orders, vehicle logs, permits, and vehicle inspection reports.
Ensure that all necessary paperwork is completed and properly filed.
Track vehicle fuel consumption and maintenance schedules.
Ensure the accurate and timely processing of invoices related to transport services. d) Fleet Management:
Assist in overseeing the maintenance, repair, and servicing of vehicles to ensure they are roadworthy.
Coordinate with service providers and mechanics for routine maintenance and emergency repairs.
Monitor and manage vehicle inventory, including tracking registrations, insurance, and other regulatory requirements.
Education/Experience/Language requirementsEducation:
Completion of secondary school is required; First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may substitute some required years of work experience. In the absence of a degree, administrative certification is an asset. Work Experience:
Minimum of five years of relevant experience in administration and travel support in national or international public or corporate organizations is required. Two (2) years experience in the use of computers and office software packages, preferably Google Workspace, is required. Experience with UN systems and procedures is an advantage. Knowledge of government protocol procedures, rules and regulations is desirable. Experience in working with web-based management systems will be an added advantage. Language Requirements:
Full working knowledge of English is required. Knowledge of a second UN or regional working language is an asset. 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 5 Contract Duration: Ongoing ICA โ Open-ended, 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.
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. 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.