Administration Assistant at United Nations Office for Project Services (UNOPS)

Below is the project description:

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. 
• During the campaign, facilitate the disbursement and payments of the campaign activities in multiple counties and their sub counties during the selected immunization campaigns. 
• 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. 
• Monitor / spot checks on implementation of activities. 

Monitoring and Progress Controls 

• The Administration Assistant ( Retainer) 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.

Functional Responsibilities

Under the direct supervision of the Project Manager, the Administration Assistant will:

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 PMSA -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 PMSA Field  Coordinator 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 Field Coordinator. 

Education/Experience/Language requirements

Education 

• Completion of secondary school with four (4) years of experience is required; 
• High School Diploma 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 an administrative position or similar role is required; 
• One (1) year experience in financial management is required; 
• Experience in planning, field experience and coordination will be an added advantage; 
• Experience in google suit applications will be an asset. 

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.