Administration Assistant

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. The UNOPS family 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, our workforce is rich in diversity and culture – with inclusion at its core. We understand the importance of balancing professional and personal demands and offer several flexible working options. Explore what we offer: https://bit.ly/3fpqivR

About the Multi-Country Office

Located in Nairobi, Kenya, the East and Southern Africa Multi-Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Multi Country Office in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa, including Malawi where UNOPS is physically present. The current portfolio includes transactional projects in partnership with the UN Agencies based in Nairobi and elsewhere in the sub-region, such as UN-Habitat, UNEP, WHO and UNHCR and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Zimbabwe, Mozambique, Zambia and Malawi

Description

The Accelerated Partnership for Renewables in Africa (APRA) is an African country-led international partnership that brings together governments and stakeholders working to accelerate the deployment of renewables to enhance energy access, enable green industrialisation, and improve economic and societal resilience. To accelerate and optimize the implementation of APRA on the ground and enhance its operational and programme management capacities, UNOPS is hosting the APRA Implementation Office. Currently, 10 African countries and four partner countries are members of APRA, with several international organisations, philanthropies, and others serving as supporting members

Job Highlight and Role Purpose

Under the direct supervision of the Project Management Officer, the Administration Assistant will contribute to ensuring that the project activities are in compliance with defined project objectives. S/he will be responsible for providing support for all operationsl aspects of the project, including but not limited to covering all aspects of human resources, finance, procurement, contracting and logistics, administration, and internal reporting as requested

Functional Responsibilities

Operational and Logistic Support

Administration

Project Monitoring and Reporting

Knowledge Management

Operational and Logistic Support

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.

Administration

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.

Project Monitoring and Reporting

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.

Knowledge Management and Innovation

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.

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