Job description

Purpose 

The consultant will be located in the PD Directorate and will provide travel and general administrative support to the PD thematic branches, working under the Programme Specialist, Operations and Programme Administration. The consultancy will help ensure that branch travel and day-to-day administration are organised on time and in line with UNFPA policies and procedures, so that branch staff can focus on substantive work.

Scope of Work

Travel support

  • Support branches in preparing travel plans for submission to Branch Chiefs and the Division Director, and follow up with travellers to keep plans up to date.
  • Prepare travel requests in UNALL for approval by the relevant authority, and make initial travel arrangements with the travel agency.
  • Facilitate visa applications and UN laissez-passer (UNLP) requests and renewals for branch staff, in liaison with the relevant units.
  • Follow up with travellers on itineraries and outstanding travel documentation, and maintain a consolidated tracker of planned, approved and completed missions for the branches and support post-travel follow-up, including completion of required travel claims/documentation and closure of completed travel, as applicable.

Administrative and logistical support

  • Maintain calendars and scheduling for branch meetings, missions and leave.
  • Prepare requisitions, purchase orders and receipts in Quantum for logistical services (for example printing, venues, catering and promotional materials), in line with corporate procedures and in coordination with the Supply Chain Management Unit and the Division for Management Services; support the processing of related vendor payments and follow up on outstanding requisitions and purchase orders, including closure of completed POs, as applicable
  • Support the preparation and clearance of documentation for the recruitment of consultants and other temporary personnel including contract amendments/extensions, tracking of contract end dates and preparation of supporting documentation for payments
  • Support the organisation of internal meetings, consultations, workshops and conferences: scheduling, room bookings, agendas, participant lists, security registration, catering and hospitality, minutes and follow-up.
  • Support the organisation of audio and video conferences and webinars for the branches.
  • Maintain digital filing and archiving systems in line with the branches' requirements.
  • Use corporate systems as required (Quantum, UNALL, myUNFPA, AoDocs, Google Workspace and the consultant roster).
  • Carry out other administrative tasks within the scope of this consultancy, as assigned by the supervisor. 

Duration and working schedule

  • 16 November 2026 to 31 July 2027
  • Total working days: 179 days
  • The consultant will work 5 days per week, in line with the PD office schedule. Payment is for days worked; UN holidays are excluded.

Place where services will be delivered

Consultancy will be in-person and will be based in the Programme Division Directorate at UNFPA Headquarters, Nairobi, Kenya.

Delivery dates and how work will be delivered

Work will be performed at HQ in close consultation with the Programme Specialist, Operations and Programme Administration, and with focal points in the thematic branches. Outputs are recurring and operational (travel requests, requisitions, meeting arrangements, updated trackers and files) and are delivered electronically through the relevant corporate systems and shared drives. At the end of each month the consultant will submit a short summary of work completed (travel requests prepared, requisitions and purchase orders prepared, meetings supported) and any open items

Monitoring and progress control, including reporting requirements, periodicity format and deadline

Progress will be monitored through a bi-weekly check-in with the supervisor and through the monthly summary of work described above, due on the last working day of each month. The supervisor will use the summary to certify satisfactory performance before payment is made.

Supervisory arrangements

The consultant will work under the guidance of the Programme Specialist, Operations and Programme Administration, PD Directorate. Requests from the branches will be coordinated and prioritised in consultation with the supervisor.

Required expertise, qualifications and competencies, including language requirements

Qualification and Experience

  • Completion of secondary school education, with additional training in administration, finance or procurement. A first-level university degree in business or public administration is desirable.
  • Five years of progressively responsible experience in administration in the public or private sector. This is reduced to four years for candidates with a relevant first-level or advanced university degree.
  • Experience in travel administration and in UN procurement and financial procedures is desirable.
  • Familiarity with UNFPA procedures and systems (Quantum, UNALL) is strongly preferred.
  • Computer literacy: Word, Excel, PowerPoint; experience with Google Workspace is ideal.
  • Ability to interpret rules, regulations and procedures and explain them clearly and concisely.
  • Strong interpersonal and organisational skills; good writing and communication skills.
  • Fluency in English is required. Fluency in another UN language, particularly French or Spanish, is desirable.
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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.