Project Support Assistant

Purpose and Scope of Assignment

The aim of this project is to provide the Ministry of Public Health and Sanitation (MOPHS) with sufficient and adequate technical support to improve coverage and quality of essential nutrition services at health facility and community level as well as support monitoring, reporting and coordination mechanisms in 18 Arid and Semi-Arid districts and urban poor areas (i.e. Turkana, Mandera, Wajir, Garissa, Ijara, Tana River, Moyale, Marsabit, Isiolo, Samburu, Baringo, West Pokot, Laikipia, Makueni, Kitui, Mwingi, Kilifi, Kajiado, Nairobi, Kisumu and Mombasa) which have been particularly affected by deteriorating household food security.

The Project Support Assistant will work under the guidance and supervision of the Project Support Officer and report to the same. S/He shall provide support to the Project Manager in administration and logistics to support the project with an emphasis on essential UNOPS procedures in the areas of finance, procurement and administration. 

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:

Project Support

• Provide support to the Project Manager in:

• Prepare and reconcile Operation Advances.
• Manage Chart of Accounts, Raise Requisitions and Purchase Orders for approval;
• Prepare and submit vendors for approval;
• Raise vouchers and receipts;
• Prepare and submit note to file for shopping.
• Prepare cumulation tables for all procurement activities.
• Support in  facilitating of workshops/seminars
• Assist in RFQs.
• Assist in Asset disposal.  Conduct Asset verification and Inventory verification.
• Prepare TRIP requests, draft Travel Authorisations, draft and reconcile TECs.
• Conduct required protocol actions such as visas, and customs clearances for the project.
• Assist in the preparation of reports to HQ.
• Assist in fleet management.
• Assist in management of vendors and contractors employed by the project.
• Assist in project administration and logistics as required by the Project Manager.

Coordination and Liaison

• Proactively coordinate and liaise with UNOPS (Finance, Procurement, Human Resources) on administrative management issues (related to i.e. payments, purchase orders, staff contracts) related to the  projects;
• Proactively coordinate and liaise with UNOPS Field Offices on administrative management issues if any; 
• Proactively coordinate and liaise with UNOPS Regional Office and HQ (Legal and Finance units) when required on administrative management issues;

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

• High school diploma is required. A Bachelor or master’s degree in Business or Public Administration, project management or related field will be considered a strong asset.

• 4 years of experience in project support functions are required in combination with a high school degree. A BA or a MA degree may substitute for some or all the required years of experience respectively.

• Fluency in English is required;

• Knowledge of one of the officially recognized native languages of is required

• Computer literate (MS Excel and Word) and ability to operate existing Enterprise Resource Planning Systems (ATLAS) is preferred;
• Understanding of project framework and environment;
• 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.

• 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.

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. 

Background Information - East Africa Hub (EAH)

Located in Nairobi, Kenya, the 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 Operation Centre in South Sudan and a portfolio of engagements managed by the Kenya based East Africa Hub office. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Somalia, Tanzania, Burundi, Uganda, Kenya and several island states