Project Assistant at UNOPS 61 views0 applications

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

UNOPS – East Africa Hub

Located in Nairobi, Kenya, UNOPS East Africa Hub manages a growing portfolio of engagements, including associated strategic and operational risks. The East Africa sub-region currently consists of an established operations center in South Sudan, an office in Somalia and a portfolio of multiple transactional, procurement and infrastructure projects in Tanzania, Burundi, Uganda, Kenya and several Atlantic and Indian Ocean island states.

Background Information – Job-specific

Background on Project

The geographic scope of this regional project covers the Indian and Atlantic Oceans, focusing on six Small Island  Developing States (SIDS), with Cabo Verde and São Tomé y Princípe in the Atlantic Ocean and Comoros, Maldives, Mauritius and Seychelles in the Indian Ocean. The Goal of the project is to contribute to sustainable development in the Indian and Atlantic Ocean SIDS through improvements in natural resource and environmental management. The overall Objective is to accelerate progress on WSSD targets and IWRM and WUE plans and water supply and sanitation MDGs for the protection and utilization of groundwater and surface water in the participating countries. This will be based on best practices and demonstrations of IWRM approaches.

UNEP and UNDP jointly function as Implementing Agencies and respectively oversee their own components.  UNDP component focuses on site-based IWRM demonstration activities while UNEP components primarily focus on national and regional interventions. UNDP component is implemented through UN Office for Project Services (UNOPS) Water and Energy Cluster while UNEP components are executed by UNOPS East Africa Hub. The following are the Project components;

Component 1: Targeted site based IWRM demonstration activities in all six participating countries Component C2: Focusing on development of IWRM and WUE Regional Indicator Framework based on improved collection of gender disaggregated data and indicator feedback and action for improved national and regional sustainable development using water as an entry point

Component C3: Focusing on Policy, Legislative, and Institutional Reform for IWRM and WUE through supporting institutional change and re-alignment to enact National IWRM Plans and WUE strategies, including appropriate financing mechanisms and supporting and building further political will to endorse IWRM policies and plans

Component C4: Focusing on Capacity Building and Sustainability Program for IWRM and WUE, including Knowledge Exchange and Learning and Replication

Functional Responsibilities

The Project Support Assistant will work under the overall guidance and supervision of the Project Manager  and will work closely with and under guidance by the Project Support Officer . S/He shall provide support to the Project Manager and the project Coordination Unit in administration and logistics to support the project with an emphasis on essential UNOPS procedures in the areas of finance, administration, travel and logistics planning as well as providing inputs communication outputs.

Specifically, the incumbent will be responsible for the following substantive tasks; this list is not representative of all the duties required but indicates typical duties and responsibilities:

1. Provide support in logistics planning and execution during events organized by the project, including travel bookings and conference facilities ;
2. Liaise with conference / meeting or workshop participants, proactively ensuring effective communication;
3. Prepare travel authorizations and travel payments for the Project Coordination Unit, consultants and other travels related to the project;
4. Assist in preparation documentation for visas, permits and travel documentation
5. Assist in preparation of briefing materials as required for mission travel and/or discussion on project activities and status.
6. Creation of requisitions for procurement of goods and services in OneUNOPS system as per the procurement plan.
7. Create online Purchase Orders and raising receipts as required.
8. Assist in drafting correspondence on administrative and other matters of specific nature ensuring follow up tasks is undertaken.
9. Ensure all relevant documentation is complete and properly stored in KEOH archives and online document centre.
10.  Maintain up-to-date files and records of project documentation.
11. Interaction with colleagues, clients and stakeholders to ensure they are well updated on administrative issues related to the project.
12.  Manage all other information flows pertaining to the project ( mail, electronic mail, documents , telephone etc.
13. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
14. Writing short e-newsletter on monthly basis and based on progress report.
15. Assist in updating online tools such as the Facebook and Flickr page for the project.
16. Other project related duties as may be reasonably required and in line with the incumbent’s scope of services above.

General Duties

• Maintain close communication with the Support Units (HR, Procurement, Finance and IT) to ensure constant exchange of best practices and standardization of approaches;
• Provide inputs and suggestions as appropriate to streamline workflows/business processes and document templates/formats;
• Provide support to the Project Manager in: Effective administration and logistics carried out for the project so that operational tempo is maintained.

Competencies

UNOPS  Key Competencies

• Integrity and Inclusion
• Leading self and others
• Partnering
• Results Orientation
• Agility
• Solution Focused
• Effective Communication

Competencies

• Ability to Learn Willingness to learn and openness to suggestions for self-improvement;
• Result Orientation Self-motivated, ability to take on ownership of actions, and provide flexible and effective solutions to challenging situations;
• Teamwork Skills Ability to build and sustain effective work relationship with subordinates and peers to achieve common goal;
• Client Focus.  Ability to demonstrate and have a conducive attitude to serving others and ensuring Client or Partner satisfaction

Key Skills

• Computer literate (MS Excel and Word) and ability to operate existing Enterprise Resource Planning Systems
• Understanding of project framework and environment;
• Background in finance and or accounts is a distinct advantage;
• Knowledge of UN core values, rules and regulations an asset is an advantage;
• Excellent English skills, both verbally and in writing, local languages an advantage;
• Excellent communication skills and ability to work in a team to achieve organizational goals;
• Ability to plan and organize tasks effectively;
• Excellent coordination skills.

Required Skills

• ERP experience ( 1 years)
• Record Management ( 2 years)
• Financial Reporting ( 1 years)
• Support Services ( 2 years)
• Budgeting ( 2 years)
• Project Management – Reporting ( 1 years)

Education

• High school diploma is required. A Bachelor`s degree in Business or Public Administration,  project management or related field will be an added advantage.

Experience

• At least 4 years of relevant working experience in project support functions are required.

Languages

• Fluency in English is required; Knowledge of French or Portuguese is an added advantage.

Contract type, level and duration

Contract type Local Individual Contractor Agreement (L-ICA)

Contract level:L-ICA 4
Contract duration:1 year (Renewable subject to performance and availability of funds)

This post is eligible to Kenyan Nationals only or those with Kenya residence permit.

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 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.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.