Project Management Support Assistant- Retainer

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 new born 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 new born care services; and 2) Health systems will be strengthened to manage and deliver integrated maternal and new born health services.

Methodology and Scope of the Assignment UNOPS will under the direct supervision of the relevant partner focal point and in close collaboration with the responsible department and unit at the MOH at national level, the focus Counties, undertake the following activities guided by the Immunization Work plan and Detailed budget developed by National MOH and Partners.

Depending on the type of activity that UNOPS is required to support, provide the necessary administration, logistical and operational support to the client.

1. During the campaign, facilitate the disbursement and payments of the campaign activities in multiple counties and their sub counties during the selected immunization campaigns.

2. Certify all documents against the payments (as stipulated in attached budgets), e.g. payment schedules, invoices, receipts etc. These will be at the National, county and sub-county level.

3. Monitor / spot checks on implementation of activities

3. Monitoring and Progress Controls

Project Management Support Assistant-Field support will assist and maintain a database / spreadsheet of all the activities conducted during the project period including participants attending, type of training, duration, presenters etc. The database/ spreadsheet should enable statistical data at any given time and help in monitoring and evaluation of the performance and progress of the Training component.

The purpose of the position is to support the administration of all project activities in the field and enable proper project reporting and financial reporting to the client.

Purpose and Scope of Assignment

A key component of the project services includes operational support to implement Campaigns, Meetings, Workshops, Outreach and other activities according to the plans of the Ministry of Health and various partners/stakeholders. Operational support activities are typically carried out at the County level, and are delivered on demand basis from the partners. UNOPS role is to assist the MOH and UNICEF/WHO to Plan, Coordinate and Facilitate activities according to their schedule.

The role of the Project Management Support -Senior 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 -Senior 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 -Senior Assistant - Field support will be based in Nairobi with periodic visits to the Counties to support and check on the needs and performance of the UNOPS Admin Assistants.

Functional Responsibilities

1. Project Implementation
2. Procedures
3. Project monitoring and reporting
4. Stakeholder management, coordination and liaison
5. Knowledge management and innovation
6. Personnel Management

• Assist with clerical and administrative duties, including but not limited to the following:
• Obtain quotations, organize transport for participants in the training events, maintain financial records and confirm attendance to the events, organize accommodation and meals, arrange training equipment in support of the event, place advertisements, confirm attendees, prepare briefing materials and project communications accurately and on time, explain costs and confirm payments to be made, keep records, make suggestions for improvements and make recommendations, be the focal point of communication in the County between the relevant partners.
• Respond to partner queries and forwarding queries to UNOPS Project Management Support-Associate-Field Coordination to respond as necessary.
• Assist in the production of training documentation.
• Assist in the preparation of pre and post training activities and reporting.
• Have the ability to coordinate and facilitate the training events to the target groups required by the partners and actively participate and help in conducting the training events.
• Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; document management, including file closures, archiving.
• Resolution of routine administrative and process issues, referring complex issues to the Project Management Support-Associate-Field Coordination with recommendations for course of action.
• Use of technology and electronic systems and tools to initiate work, share information with project staff and stakeholders.
• Take up any other additional responsibilities as may be assigned by the Project Management Support-Associate-Field Coordination.

Education/Experience/Language requirements

Education

• Completion of secondary school with four (4) years of 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’ experience working in field experience or 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 written and oral English is required.

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.

Additional Considerations

• 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.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

It is the policy of UNOPS to conduct background checks on all potential recruits. This position is based in a family duty station This is a local post. As such, it is only open to Kenyan nationals or applicants with valid residence permits.

Contract type, level and duration

• Contract type: Local Individual Contractor Agreement
• Contract level: ICS 4/ LICA 4
• Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Background Information - UNOPS

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.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Kenya

Kenya

The UNOPS Kenya office manages more than 60 projects in around 10 countries of eastern and southern Africa. UNOPS in Kenya helps partners achieve their project goals in sectors including: governance, education, health, the environment, grant management and rural development.