Project Assistant, Nairobi, Kenya VAcancy at UNOPS in Kenya

Post:Project Assistant, Nairobi, Kenya
Organization:UNOPS
Location:Nairobi,Keny
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding,
humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

UNOPS employs more than 6000 personnel and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries. UNOPS is committed to achieving a truly diverse workforce.

Background Information - Kenya

The Kenya Operational Hub (KEOH), under the Africa Regional Office, is responsible for projects entrusted to UNOPS in East Africa; its main clients include UNDP, UNICEF, UNEP, World Bank, African Union and Governments.

Background Information - Job-specific

Under the direct supervision of the Project Support Officer and the overall supervision of the Programme Management Office Team Lead, the Project Assistant provides a range of administrative and project management support services. The incumbent may take routine decisions on administrative actions based on established authority and guidelines.

The Project Assistant works in close collaboration with the Programme, Project and Support Services Personnel in the Regional Office/Operations or Project Centres and with UNOPS HQ staff to exchange information and ensure consistent service delivery. The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a truly diverse workforce.

Functional Responsibilities

Below are some of the functionalities.

•     Assists the PMO team with clerical and administrative duties relating to projects including but not limited to monitoring of all budgetary, financial, procurement, HR and routine administration of service delivery; in close collaboration with the supervisor, responsible for budget entry and revisions in ATLAS;
•     Drafting of project communications and reporting, checking documents for accuracy and compliance with UNOPS format and style;
•     Drafting of authorizations and contracts for service activities;
•     Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
•     Review of consultant Terms of Reference; initiation of recruitment on receipt of client/supervisor clearance; initiation of procurement actions through a requisition on receipt of client / supervisor clearance
•     Maintenance of a contract tracking plan, reviewing sub-contractor invoices and supporting documentation to ensure that services provided are in conformity with the terms of the contract.
•     Administrative arrangements (e.g. logistics) for conferences.
•     Preparation of briefing materials as required for mission travel and/or discussion on project activities and status.
•     Interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
•     Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
•     Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

    Perform other related duties as required.

Competencies

    Shares knowledge and experience

•     Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
•     Ability to perform a variety of routine financial and administrative tasks, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
•     Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
•     Ability to perform work of confidential nature and handle a large volume of work
•     Focuses on result for the client and responds positively to feedback
•     Consistently approaches work with energy and a positive, constructive attitude
•     Knowledge of ERP (Peoplesoft/ATLAS) systems necessary. Strong knowledge of IT packages, especially Word and Excel
•     Demonstrated drive for continuous improvement and incorporation of lessons learned and best practices into business process routines
•     Demonstration of professional behaviour and personal ethics, transparency and openness to encourage respect and similar behaviour from colleagues in the workplace

Education/Experience/Language requirements

•     Secondary education is required. Additional training in administrative and business practices an asset.
•     At least 2 years relevant experience in a similar function
•     Excellent written and spoken English.

Certifications

PRINCE2 or equivalent project management qualification is an asset;

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: LICA 2 Contract duration: One year, renewable subject to satisfactory performance and availability of funds

For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

•     Please note that the closing date is midnight Copenhagen time (CET)
•     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 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.

How toApply
Closing Date: Tuesday, 20 August 2013
http://unjobs.org/vacancies/1376555794591