Administration Senior Assistant

Background Information – Kenya Multi Country Office (KEMC)

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements. The KEMC sub-region currently consists of an established Multi Country Office in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa, including Zambia where UNOPS is physically present. The current portfolio includes transactional projects in partnership with the UN Agencies based in Nairobi and elsewhere in the sub-region, such as UN-Habitat, UNEP, WHO and UNHCR and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Zimbabwe, Mozambique and Zambia.

Under the direct supervision of the Country Manager, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work. The position is based in Maputo, Mozambique.                                                                               
 
The incumbent of this post is responsible for the following duties:

Administrative Support

• Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.

• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.

• Provides administrative support to conferences, workshops, retreats.

• Compiles information for periodic audits. 

• Petty cash management.

Travel and Logistics 

• Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.

• Provides information on air services, rates and travel schedules for specific itineraries.  Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.

• Organizes  shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions

• Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UNOPS officials as necessary

• Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:

• Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.

• Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods

• Establishment and maintenance of efficient working relationship with government ministries.

• Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependents, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit 

• Individual monitoring sheet to track the status of submitted documentation for each staff member and dependents, ensuring that official documentation matches the announced schedule

• Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file, 

• Accurate and timely information on processes and pending issues to the concerned individuals/unit 

• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.

• Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

• Supervises external contractor for transportation services, including client service and processing of invoices.

Inventory, Asset Management, Custodial, Common Premises, and general Support 

• Conducts physical inventory checks, drafting periodic inventory and asset reports. 

• Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.  

• Conducts and reports on surveys of office maintenance needs as well as client satisfaction

• Collects information for administrative surveys in support to the organization of common services.

Knowledge building and Knowledge sharing

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.

• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

• Completion of secondary school is required. 
• First degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset

• Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.

• Some experience in UN system organizations is desirable.

• Proficiency in computers and office software packages (Google Suite products, especially google forms, sheets, docs and slides) and experience in handling web-based management systems is preferred.

• Experience in use of Enterprise systems including OneUNOPS is desirable.

Contract type, level and duration

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: ICS5 (LICA 5)
3. Contract duration :‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

• 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. 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.