Administration Assistant

Job Description

Dutystation: Nairobi, Kenya

Functional responsibilities

1. Operational and Logistic Support

2. Administration

3. Project Monitoring and Reporting

4. Knowledge Management

• Liaise with UNOPS support service units to manage APRA related administration, operations and procurement matters; including coordination of event organisation and travel of participants.

• Provide efficient support in contract management, and supervision and management of contracts and purchase orders.

• Support the preparation of budget forecasts and periodic financial reports as requested.

• Assist the Project Management Officer in monitoring all Human Resources (HR) requirements and related activities under the Project.

• Support the preparation of ToR for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert support as required.

• Support consultants in the course of their assignment.

• Alert the supervisor of any operation and administrative problems, and initiate corrective action as necessary.

• Maintain records of project files and reports according to UNOPS document management guidelines.

• Support in maintaining all supporting project financial documents for audit and review processes.

• Support in monitoring project trackers, budget and financial expenditure and administrative procedures in line with the project work plan.

• Support in the processing of direct payments and advance requests and project budget revisions.

• Support the preparation of financial reports, including developing financial monitoring and reporting formats as per the project and UNOPS’ requirements.

• Support the project team by monitoring budgets, cash flow and reporting on expense obligations to ensure deliverables are met.

• Alert the supervisor of any financial problems, and initiate corrective action as necessary.

• Support in coordinating vendor communications, meetings, and reports as necessary.

• Provide support for internal and external reporting.

• Perform administrative tasks related to monitoring and updating of project inventory and assets tracker, including recording and reporting as per UNOPS rules and regulations.

• Support the Project Management Officer in maintaining the shared folder, uploading project files including quarterly donor reports on the UNOPS system.

• Provide support with the organization of meetings; prepare minutes and summaries of actions to be taken, and follow-up as required.

• Support the compilation, consolidation and analysis of data for regular reports and project plans.

• Transfer Administration practice and learning to other project team members so that they can continue to maintain the established systems and practice for the project duration.

• Support the compilation of lessons learned as per defined reporting format.

• Contribute to the dissemination and sharing of best practices and lessons learned for planning and knowledge building.

• Maintain records of project files and activity reports

Impact of Results

The effective and successful achievement of results by the Administration Assistant directly impacts the achievement of APRA Implementation Office results by providing operational support and contributing to adherence to project management methods and strategies, thereby reducing risks, cutting costs, and improving success rates.

Education/Experience/Language requirements

Required: Completion of secondary education.

Desired:

• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required. Bachelor degree may substitute required years of work experience.
• Professional certification in public/business administration is an asset.

Required:

• Minimum of 4 years of relevant work experience with completion of secondary education or, no work experience required with bachelor/master’s degree in project support or operations.
• Minimum of 4 years experience in computers and office software packages (Google Workspace or MS Office) is required.
• Minimum of 4 years experience in handling web-based management systems is required.

Desired:

• Experience and demonstrated knowledge of rules and procedures in Project Management, Procurement, Finance, and administrative rules and regulations will be an advantage.
• Experience working in an international organization or development setting is desirable.
• Prior UNOPS experience is desirable.

• Fluency in writing, reading and speaking English is required.
• Knowledge of another UN working language is desirable.

About the Organization

TOGETHER, WE BUILD THE FUTURE

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.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.