Project Management Support -Senior Assistant (Internal to UNOPS Personnel)

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania and several island states.

Project Background Information:

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.

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

7. Project Implementation

• Work closely with UNICEF/WHO and the Ministry of Health to assist in programming, organizing and facilitating the Trainings, Meetings,Campaigns and outreaches for the Project.
• 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
• Coordinate the timely and accurate progress reporting by Field Admin Assistants

• 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 programmes 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.

  6. Personnel Management if applicable
• Support the Project Management Support-Associate-Field Coordination to establish and promote behavioral expectations of the team
• Support the Project Management Support-Associate-Field Coordination to oversee the performance of retainers as needed
• Support the Project Management Support-Associate-Field Coordination to facilitate safety and security for all personnel and comply with UNDSS standards
• Support the Project Management Support-Associate-Field Coordination in creating and fostering and modelling a culture of respect and zero tolerance for discrimination, abuse of authority, harassment, sexual harassment and sexual exploitation and abuse. Ensure accountability for actions and perform duties in accordance with protection mechanisms and action plans, as expected by UNOPS policies, standards and commitments.

Education/Experience/Language requirements

Education

• Completion of secondary school with five (5) years of experience is required;
• University degree in Business Administration, Economics, Education, Project management or related field will be an added advantage.

Experience - At least 5 years’ experience working in a similar role coordinating events or logistics operations is required; - At least 1 year's experience in partner engagement is required; - At least 2 years' relevant UNOPS experience is required; - Experience in supervision is highly desirable; - Working in an international context for training/campaign activities will be an added advantage; - Knowledge of the UN system and familiarity with UNOPS procedures is an advantage; - Experience in organizing travel management, workshops, customs clearing etc. is a distinct advantage; - Experience working with Government Ministries, Departments and Agencies (MDAs) on Donor funded projects is an asset;

Language - Fluency in English (write, read, speak) is required; - Knowledge of another UN official language is desirable.

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 for UNOPS internal personnel who are Kenyan Nationals and have the requisite UNOPS experience. 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 5/ LICA 5
• 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.