Background Information - Job-specific
Organizational Context:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.
UNOPS East and Southern Africa manages a growing portfolio of engagements, including associated strategic and operational risks. 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 primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple โoperationalโ projects in Kenya, Uganda, Tanzania and several island states.
Project Background Information:
UNOPS signed an agreement with GAVI to support lower level payments for the Ministry of Health in 47 Counties. UNOPS has been supporting UNICEF and the Ministry of Health to implement priority health service campaigns and outreaches since 2010. The UNOPS role in this partnership is to provide back-end support in the form of HR services, procurement, logistics and financial support to the priority programme activities of the Ministry of Health and UNICEF/GAVI across the country. In 2020, UNICEF renewed its partnership with UNOPS in which arrangements were streamlined under a Framework Agreement.
The UNICEF programme is designed to increase access to and utilization of quality, integrated maternal and newborn health services to ensure 1) Health workers in the Country will have the knowledge and skills to provide quality delivery care and emergency obstetric and newborn care services; and 2) Health systems will be strengthened to manage and deliver integrated maternal and newborn health services.
Purpose and Scope of Assignment
A key component of the project services includes operational support to implement Campaigns, Meetings, Workshops, Outreach and other activities according to the plans of the Ministry of Health and various partners/stakeholders. Operational support activities are typically carried out at the County level, and are delivered on demand basis from the partners. UNOPS role is to assist the MOH and UNICEF/WHO/GAVI to Plan, Coordinate and Facilitate activities according to their schedule.
The PMSSA will be required to support the operations of the newly signed GAVI Agreement and maintain all the records.
The role of the Project Management Support Senior Associate - Field Coordination is to understand the operational and programmatic requirements of the partners and to serve as the UNOPS facilitator/liaison and organizer in the field. The Project Management Support Senior Associate - Field Coordination will coordinate the work of a team of (Field) Admin Assistants and act as Delivery Team Lead for field activities.
The PMSSA - Field Coordination will be based in Nairobi with periodic visits to the Counties to support and check on the needs and performance of the UNOPS Admin Assistants.
Functional ResponsibilitiesSummary of Functions:
Project Implementation Procedures Project monitoring and reporting Stakeholder management, coordination and liaison Knowledge management and innovation Personnel ManagementProject Implementation
Work closely with UNICEF/WHO/GAVI and the Ministry of Health to assist in programming, organizing and facilitating the Trainings, Meetings, Campaigns and outreaches for the Project.
Compile schedules of the events as received from the (Field) Admin Assistants that are to be performed including lists of participants, quotations and costs for the events.
Coordinate and liaise with technical, local government officials and donor personnel to optimize project delivery.
Prepare quarterly work plans in consultation with all stakeholders, project partners in each County, UNICEF/WHO/GAVI and MOH offices in advance.
Provide overall coordination and financial management of the event. Ensure that the budget provided by the partners are reviewed and finalized before the activity is implemented.
Act as the focal point for inquiries on the project plans and event organization arrangements, including accurate regular reporting that is effective for information sharing to communicate activities, progress (physical and financial), information, forecasts, lessons learnt and issues and other relevant information to partners and stakeholders.
Assist the Project Manager in monitoring of the project quality indicators and undertaking monthly assurance tasks on behalf of the Project Manager.
Identify operational, administrative, financial and other bottlenecks that may impede project delivery, recommend solutions and take appropriate remedial action in consultation with the Project Manager.
Coordinate all the campaigns for UNICEF and GAVI in 47 Counties while ensuring quality management.
Follow up on the upcoming activities and inform the project manager as appropriate.
Supervise each UNOPS Admin Assistant for finance, budgeting and organizing the events. This will include developing standardized systems, procedures and formats that can be used by each Admin Assistant to organize the logistics and reporting (i.e. invitations, venue, registrations, transport, accommodation, meals, evaluations, finance reports and records etc. as needed). 2. Project Field Coordination
Coordinate campaign and other activities related to Health and Nutrition across the administrative and field teams ensuring delivery at project. Taking a proactive role in addressing issues, challenges and ensuring deliverables are met on time.
Supervision of project assistants, field assistants delegating tasks and ensuring quality in delivery of the project.
Training of assistants therefore fostering capacity building and professional development.
Serve as a focal point for the Health and Nutrition components of the UNICEF and GAVI projects.
Identify the funding opportunities and report to the Project Manager to take action.
Manage relationships with partners, providing regular updates and Financial and Narrative reports on program progress.
Monitor project spending, oversee compliance, and ensure timely submission of reports.
Contribute to engage with the partner, and stakeholders to ensure program objectives are met.
Review of budgets from UNICEF and GAVI as well as the Ministry of Health and streamline all budget lines to ensure proper allocation of funds.
Support development of project proposals, engagement and ensuring alignment with UNOPS policies and procedures. Overseen the implementation of all project streams at sub-county, county and national level.
3. Project Monitoring and Reporting
Establish and maintain a consolidated performance monitoring system for operational support activities
Coordinate the timely and accurate progress reporting by Field Admin Assistants
Ensure common monitoring mechanisms are being maintained and regularly check impact and progress against the work plan.
Ensure data is regularly inputted and updated, is accurate, and the information can be used to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge to our partners and stakeholders.
Lead the reporting on operational support activities as per prescribed schedule and support the Project Manager in the preparation of project reports and plans
4. Stakeholder Management, Coordination and Liaison.
Proactively coordinate/liaise with support units on all administrative matters related to Event management.
Organize project and stakeholder meetings as and when necessary, and maintain records of these meetings.
Coordinate stakeholders engagement and communication while ensuring that the stakeholders are aware of the progress of the activities, any deviations on the budget as well as leading the negotiations for effective changes.
Directly engage with high-level stakeholders, such as government officials and partners/GAVI, to help plan and review the approved budget during the implementation process.
Support with the stakeholders analysis and management.
5. Knowledge Management and Innovation
Establish and maintain a record of past and current training/Campaign programmes including participants attended, type of training, duration, presenters etc. The compiled database/spreadsheet will be used to report progress and performance of the events coordinated.
Continually collect feedback and lessons learnt from operational support activities and analyze and implement improvements to be adopted in the next events.
Actively support the compilation of issues, risks and lessons learned
Contribute to disseminating and sharing best practices and lessons learned for planning and knowledge building.
Contribute expertise in tools and techniques where possible
6. Personnel Management
Coordinate and motivate the operational support delivery team
Support the Project Manager to establish and promote behavioral expectations of the team
Support the Project Manager to oversee the performance of retainers as needed
Sensitize the team to take into account gender parity and diversity objectives as required
Support the Project Manager to facilitate safety and security for all personnel and comply with UNDSS standards
Support the Project Manager in creating and fostering and modeling a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.
CompetenciesTreats 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. Education/Experience/Language requirements
Education:
Completion of secondary school with seven (7) years of relevant professional experience is required OR;
A Professional or Technical Diploma in economics, finance, commerce, accounting and or other related field with five (5) years of relevant professional experience is required OR;
A Bachelorโs Degree in economics, finance, commerce, accounting and or other related fields with three (3) years of relevant experience is required. Certification:
At least 7 years of experience (or less depending on academic credentials) in program management, donor relations and/or international project development is required. At least 2 yearsโ experience working in a similar role coordinating events or logistics operations is desired. At least 2 years experience working with Donors is an asset. At least 2 years experience interfacing with development partners is desired. At least 2 years experience overseeing the work of others and supervising field staff is required. At least 2 years experience with logistical aspects of project implementation such as organizing travel arrangements, workshops, customs clearing etc., is required. At least 2 years experience with proposal writing and evidence of winning proposals is required. Language Requirements:
- Fluency in English is required.
- Knowledge of another official UNOPS language is an asset.
Contract type, level and durationContract Type: ICA
Contract Level: LICA 7
Contract Duration: 3 months with a possibility of extension, 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.