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Project Management Support Assistant- Retainer

Functional Responsibilities

  •  Project Implementation
  •  Procedures
  •  Project monitoring and reporting
  •  Stakeholder management, coordination and liaison
  •  Knowledge management and innovation
  •  Personnel Management
  •  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 Project Management Support-Associate-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 Project Management Support-Associate-Field Coordination 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 Project Management Support-Associate-Field Coordination.

Education/Experience/Language requirements

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Education

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

Language

  •  Fluency in written and oral English is required.

Project Management Support -Senior Assistant

Functional Responsibilities

  •  Project Implementation
  •  Procedures
  •  Project monitoring and reporting
  •  Stakeholder management, coordination and liaison
  •  Knowledge management and innovation
  •  Personnel Management
  •  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.
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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)

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

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.

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.

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;

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