Knowledge Management Assistant, Multiple positions

Background

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.  UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  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.  

Project Background

The UNOPS Horn of Africa Multi-Country Office (HAMCO), in partnership with the Ethiopian Ministry of Health and supported by key development partners (AICS, BMGF, FCDO), is implementing the TAMU project to strengthen institutional capacity within the Ethiopian health sector. As part of this initiative, a coordinated approach to technical assistant governance, knowledge sharing, and institutional learning is essential to ensure sustainability, performance improvement, for the realization of the Health Sector Mid-Term Development and Investment Plan (HSDIP).

UNOPS has signed a project agreement with the Ministry of Health to strengthen the Capacity of the Ministry for the Realization of Health Sector Transformation Plan (HSTP-II) on selected priorities. This project will be implemented in Addis Ababa, Ethiopia and the overall objective/purpose is to contribute towards the realization of selected strategic priorities of the Health Sector Transformation Plan (HSTP-II) which is more on project management focusing on institutional capacity building and technical assistance. UNOPS is selected to manage and implement the project by creating a project management unit (PMU). This unit will be formed by a group of experts and specialists in the relevant matters and will lay the groundwork for institutional capacity strengthening through the establishment of a Technical Assistance Management Unit (TAMU). The TAMU will be composed of a group of Technical Assistants and experts, recruited and supervised by UNOPS personnel that would implement part of the project activities. The unit will be managed by the UNOPS for the duration of the project. TAMU will oversee the mapping of the necessary human resource requirements and potential interventions aimed at boosting the capacity of the Ministry.

Purpose and Scope of Assignment

Under the close supervision of the TAMU Project Coordinator or delegated supervisor, the Knowledge Management Assistant will provide administrative and technical support to ensure that information, knowledge products, reports, and documentation from TAMU activities are collected, organized, and shared effectively. The role focuses on supporting learning, documentation, assisting in event coordination, and internal communication.

• Provide administrative and logistical support during events, training, and missions.

• Ensure proper filing, storage, and retrieval of documents related to knowledge sharing and communications. 

• Assist in organizing orientation sessions for newly deployed TAs and staff.

• Provide Administrative Support for the development and implementation of a Knowledge Management framework aligned with project objectives.

• Assist in organizing and documenting TAMU coordination meetings, learning events, and workshops.

• Assist in preparing meeting minutes, reports, and summaries and upload them to shared folders.

• Assist in maintaining and updating stakeholder contact databases for improved communication and collaboration.

• Provide administrative support in tracking and compiling knowledge products, reports, tools, and guidelines related to TA support.

• Assist technical assistants to organize and support capacity-building and knowledge sharing events and learning forums.

• Assist in maintaining and updating the TAMU shared drive or document management platform.

• Support in collecting photos, success stories, and basic content for social media and visibility materials.

• Assist in the organization of TAMU coordination events, including project board and technical working group meetings, review meetings, and dialogues.

• Assist in drafting and disseminating routine communication, memos, and updates to stakeholders.

• Completion of Secondary education is required.

• A first-level university degree in Public Health, Knowledge Management, Information Science, Communication is desirable and may replace all the years of experience required

• At least 4 years (with a secondary school diploma) of experience in administrative support, event coordination, documentation, or knowledge management tasks is required. 

• Experience in the health sector or development context is an advantage.

• Experience in preparing business correspondence and the use of Google Suite is highly desirable.

• Experience in the development sector, gender equality and gender mainstreaming is desirable.

• Experience in knowledge management and communication is preferable.

• Basic understanding of documentation and communication tools.

• Strong organizational skills and attention to detail.

• Proficient in Microsoft Office Suite and information management tools.

• Excellent interpersonal, coordination, and organizational skills.

• Ability to manage multiple tasks under tight deadlines.

• Familiarity with health systems and development partner engagement is an asset.

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: LICA 4 (ICS 4)
3. Contract duration: One year initially , renewable subject to satisfactory performance and funding availability.

• 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. 

• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse 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.

• This is a local position, and is hence open to Ethiopian nationals only.
  
  

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.