Administration Assistant – Retainer

July 5, 2024
Urgent
Application deadline closed.

Job Description

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.

Language

  • Fluency in written and oral English is required.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: 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 – 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.

Application period: 03-Jul-2024 to 17-Jul-2024.