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Project Management Support - Senior Assistant, Multiple positions

Nairobi (Kenya)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Nairobi (Kenya)
  • Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2021-07-31

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Background Information - Job-specific

The UNOPS, Kenya Multi-Country Office (KEMCO) Transactional Projects Office handles multiple work packages across multiple partners in delivery of transactional work across various service lines. The KEMCO, Transactional projects are implementing work packages in human resources, procurement and grant service lines.

The Project Assistant will assist in the implementation of the transactional portfolio under the broad supervision and guidance of the Transactional Project Manager.

Under the direct supervision of the Project Support Officer, the Senior Project Assistant is to support the transactional projects in the day-to-day operations of the projects. He/she is expected to meet and exceed the organization’s performance and delivery goals, in the area of project management. S/he must be able to apply, independently, the below duties and responsibilities of the project success criteria

Functional Responsibilities

Specific tasks and responsibilities

  • Assists the Transactional Project Team with administrative duties relating to project management including but not limited to monitoring of budgetary, financial, procurement, HR and routine administration of service delivery;

Project Management Support

  • Drafting of project communications and reporting, checking documents for accuracy and compliance with UNOPS format and style;
  • Preparation of briefing materials as required for mission travel and/or discussion on project activities and status as guided
  • Interaction with colleagues, clients and partners to exchange information on project activities.  Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
  • Input and update of accurate project data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
  • Facilitate administrative arrangements (e.g. logistics) for conferences. This includes the processing of travel entitlements in the UNOPS Enterprise Resource Planning platform- oneUNOPS
  • Advise project counterparts on applicable UNOPS procedures and ensures their proper implementation
  • Assist with review of consultant Terms of Reference; initiation of recruitment on receipt of client/supervisor clearance;
  • Assist in the closure of projects in accordance with UNOPS rules and regulations

Budgetary Support

  • In close collaboration with the supervisor, responsible for budget entry and revisions in oneUNOPS. This includes follow up with internal bodies for approval.
  • Assist in preparation of budget reports under the guidance of the supervisor
  • Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
  • Follow-up on timely disbursements in oneUNOPS. Obtain proof of payments if and when required.

Procurement Support

  • Procurement actions initiated, requisitions raised in a timely manner (upon receipt of client / supervisor clearance).
  • Ensure timely preparation of documentation for reporting on procurement activities;
  • Maintenance of a contract-tracking plan, reviewing sub-contractor invoices and supporting documentation to ensure that services provided are in conformity with the terms of the contract.
  • Drafting of authorizations and contracts for service activities for the Project Manager sign off;

Knowledge Sharing

  • Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
  • Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.
  • Perform other related duties as required by the Project Support Officer or the Project Manager.

Education

  • Completion of secondary school with five (5) years of experience is required.
  • Diploma Certificate in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant disciplines with three (3) years of relevant professional experience may be considered.
  • Bachelor’s Degree in Business Administration, Project Management, Supply Chain Management, Accounting, Procurement, Management, International Relations and or other relevant professional experience disciplines added advantages

Experience

  • A minimum of five years of relevant experience in administration or programme support service is required.
  • Experience working in financial reporting, operational transactions and will be an added advantage.
  • Knowledge of ERP (oneUNOPS) systems is an asset.

Languages

  • Fluency in written and oral English is  required. 
  • Knowledge of the second 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.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • 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
  • 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 (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: LICA 5 ( Local ICA Support)
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:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

  • This is a local post. As such, it is only open to Kenyan Nationals or persons with valid residence permits.
  • This position is based in a family duty station

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ 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 — a strength that helps us better understand and address our partners’ 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.

Background Information – Kenya Multi Country Office (KEMCO)

Located in Nairobi, Kenya, the Kenya Multi Country Office (KEMCO) manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC/East and Southern Africa sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, other UN partners, development banks and funds. The multi-country office also supports multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Mozambique, Zimbabwe, Zambia and Eritrea. The Nairobi based Technical Services Unit provides UN/OPS and external partners infrastructure assessment, planning, design, feasibility and safeguards services.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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.
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