Administrative Assistant (Programme Management Support Assistant)

Job categories Administration, Project Management, Programme Management

Vacancy code VA/2025/B5323/29866

Department/office AFR, ESAMCO, Kenya

Duty station Nairobi, Kenya

Contract type Local ICA Support

Contract level LICA-4

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Application period 12-Mar-2025 to 27-Mar-2025

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

Organizational Context:

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. 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. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

UNOPS East & Southern Africa MCO (ESAMCO) 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. These countries include Kenya, Mozambique, Zimbabwe, Zambia, Uganda, Tanzania, Eritrea and several island states. ESAMCO focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management services in those countries. Our goal is to support countries, help people in need and enable our partners through delivering on our mandate of infrastructure, procurement and project management in the countries East and Southern Africa.

Roles and Responsibilities of Programme Management Office (PMO):

The Programme Management Office (PMO) is a section under the Programme unit and its main role is to provide ESAMCO projects with the structures, tools and techniques needed to ensure proper implementation that it has the right programmes and projects in place, that operational and change priorities are balanced, the governance and decision making is facilitated and it has the resources and capability to deliver them consistently well. The Programme Management Office Assistant is part of the broader ESAMCO PMO. The functional areas covered by the PMO include:

Doing the right projects: Ensuring UNOPS is focused on doing the right projects by supporting management decision-making.
Doing projects right: Ensuring UNOPS is doing projects in the right way, through the effective delivery of the programme and projects.
Doing projects consistently and well: Applying UNOPS standards in project management, encouraging consistent working practices and ensuring appropriate application.

The ESAMCO Programme is composed of a wide variety of projects categories and service lines. The oversight and assurance of the programme is distributed within the PMO team according to the categories of projects. As part of the Best Practices functional area and its contribution to the Strategic Plan 2022-2025, ESAMCO has developed a multi-disciplinary Operational Excellence Plan and a Partner Survey Action Plan. As the business unit assigned to facilitate the Operational Excellence plan and a key contributor to the People Survey Action Plan, the PMO has identified a number of initiatives to achieve these two agendas.

ESAMCO is looking for a Programme Management Support Assistant to support the Programme Management Office Specialist and the Head of Programme (HoP) in day-to-day PMO operations.

Under the direct supervision of the Programme Management Office Specialist, the selected candidate will work with the PMO and project management teams to support tasks necessary for the successful delivery of ESAMCO projects.

Functional Responsibilities

The incumbent will be responsible for the following functions: Compile...

The incumbent will be responsible for the following functions:

Compile and document project information, including proposals, legal agreements, progress reports, presentations, and meeting records;
Maintain and update project files and records in corporate drive, ensuring their accuracy and completeness;
Provide logistical support in setting up meetings, workshops, and events, including, scheduling, travel arrangements, and preparation of meeting agendas and minutes;
Track projects’ milestones, deadlines, and deliverables, providing regular status updates to the Programme Management Office;
Assist the Programme Management Office in quarterly assurance processes;
Support in monitoring projects budgets, ensuring alignment with financial plan and reporting requirements;
Assist the Programme Management Office in maintaining and updating registers of issues, risks and lessons in oneUNOPS projects;
Assist in the development of proposals and communication with potential donors and partners;
Provide general communication support for the project, including internal communications and outreach materials;
Support in the preparation of briefing materials and ensure all the relevant documentation and information is available for external meetings and engagements;
Assist the Programme Management Office in tracking the reporting obligations of all projects within ESAMCO;
Assist the Programme Management Office in gathering data on Key Performance Indicators (KPIs) in an effort to ensure compliance with UNOPS policies and procedures.

Impact of Results
The Programme Management Support Assistant directly impacts on enhancing the Operational Excellence and Partner Satisfaction with ESAMCO operations by assisting the PMO to implement effective project management methods and strategies, reduce risks, cut costs and improve success rates. This consequently reinforces the visibility and image of the UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project Services.

Education/Experience/Language requirements

Education: A High School Diploma is required. Bachelor's degree, p...

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

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.

Contract type, level and duration

Contract Type - Local Individual Contractor Agreement Contract Level - LICA 4 Co...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applications rec...

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.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority 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.

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.

This vacancy is closed.

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APPLICATION TIPS

How to send a good application:

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.