Project Management Support Assistant - Field Support

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - Job-specific

UNOPS has been supporting UNICEF and the Ministry of Health to implement priority health service campaigns and outreaches since 2010. The UNOPS role in this partnership is to provide back-end support in the form of HR services, procurement, logistics and financial support to the priority programme activities of the Ministry of Health and UNICEF across the country. In 2020, UNICEF renewed it’s partnership with UNOPS in which arrangements were streamlined under a Framework Agreement.

The UNICEF programme is designed to increase access to and utilization of quality, integrated maternal and newborn health services to ensure 1) Health workers in the Country will have the knowledge and skills to provide quality delivery care and emergency obstetric and newborn care services; and 2) Health systems will be strengthened to manage and deliver integrated maternal and newborn health services.

The role of the Project Management Support Assistant - Field support is to understand the operational and programmatic requirements of the partners and to serve as the UNOPS facilitator/liaison and organizer in the field. The Project Management Support Assistant will coordinate the work of a team of (Field) Admin Assistants in coordination with the project Management Support-Associate-Field coordination .The Project Management Support Assistant - Field support will be based in Nairobi with periodic visits to the Counties to support and check on the needs.

Functional Responsibilities

Under the overall supervision of the Project Manager, the Project Management Support Assistant will be responsible for the following tasks;

1. Project Implementation

2. Procedures

3. Project monitoring and reporting

4. Stakeholder management, coordination and liaison

5. Knowledge management and innovation

1. Project Implementation

• Work closely with UNICEF/WHO and the Ministry of Health to assist in programming, compile schedules of the events as received from the (Field) Admin Assistants that are to be performed including lists of participants, quotations and costs for the events.
• Coordinate and liaise with technical, local government officials and donor personnel to optimize project delivery.
• Prepare quarterly work plans in consultation with all stakeholders, project partners in each County, UNICEF/WHO and MOH offices in advance.
• Provide overall coordination and financial management of the event. Ensure that the budget provided by the partners are reviewed and finalized before the activity is implemented. Coordinate all the campaigns for UNICEF in 47 Counties while ensuring quality management.

2. Procedures

• Support the Project Management Support-Associate-Field Coordination in preparing/adapting plans for approval by the Project Board.
• Contribute to reporting obligations defined in the Legal Agreement(s).
• Support the Project Management Support-Associate-Field Coordination to manage expenditures against the budget for events (based on accurate financial reports.

3. Project monitoring and reporting

• Lead the reporting on operational support activities as per prescribed schedule and support the Project Management Support-Associate-Field Coordination in the preparation of project reports and plans.

4. Stakeholder management, coordination and liaison

• Proactively coordinate/liaise with support units on all administrative matters related to event management.
• Organize project and stakeholder meetings as and when necessary, and maintain records of these meetings.

5. Knowledge management and innovation

• Establish and maintain a record of past and current training/campaign programme including participants attended, type of training, duration, presenters etc. the compiled database/spreadsheet will be used to report progress and performance of the events coordinated.
• Continually collect feedback and lessons learnt from operational support activities and analyze and implement improvements to be adopted in the next events.

Competencies

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.

Education/Experience/Language requirements

Education

• Completion of secondary school with four (4) years of relevant experience is required;
• Diploma Certificate in economics, finance, commerce, accounting and or other related field with two (2) years of relevant professional experience disciplines may be accepted.
• Bachelor’s Degree in economics, finance, commerce, accounting and or other related field will be an added advantage.

Work Experience

• 4 years’ of relevant field experience or experience working in a similar role is required;
• One (1) year experience in financial management will be required.
• Experience in planning and coordination will be an added advantage;
• Experience in google suite applications will be an asset.

Language

• Fluency in English is required.
• Knowledge of another official UNOPS language is an asset

Additional Information

• 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.
• This is a local position and only open to Kenyan nationals.