UNOPS Project Admin Assistant Jon in Kenya

UNOPS helps its partners in the United Nations system meet the world’s needs for building peace, recovering from disaster, and creating sustainable development. UNOPS is known for its ability to implement complex projects in all types of environments around the globe.

In an effort to promote organizational excellence, UNOPS seeks highly qualified individuals for the following position:

Vacancy Details

Vacancy Code: UNOPS/AFO/SNOC/015/2011

Post Title: Project Administrative Assistant

Post Level: L - ICA ( local position )

Position status: Non-rotational

Project Title: AAP Media Awareness Project

Org Unit:UNOPS SNOC

Duty Station: Nairobi, Kenya

Duration: Up to December, 2011 (possible extension )

Closing Date: 24 March, 2011

Background

The Africa Adaptation Programme (AAP) was launched by the United Nations Development Programme (UNDP) in partnership with UNIDO, UNICEF and WFP, and with funding of US$92 million from the government of Japan, to support the efforts of 20 countries in Africa to mainstream climate resilience into their development planning.

A key priority of the AAP is to increase public awareness of climate change issues and the kinds of responses and actions that will be required to protect the sustainability of development in Africa from rising temperatures and declining rainfalls, among other effects of climate change.

To this end, a Nairobi-based project of the AAP is focused on improving the role African media can play in investigating, interpreting and reporting on the intersection of climate change and development with a view to better-informing both public debate and policy making on this issue.

The project will seek to deepen the knowledge of climate change among African print, broadcast and web based journalists, among other media professionals, and build their capacity to raise awareness among multiple stakeholders including the general public, civil society, the business community, academia and the public sector, in particular opinion leaders, policy shapers and decision-makers.

It will involve such activities as identifying journalists with experience on the climate change file to serve as focal points in each of the 20 AAP countries, convening training workshops, producing a manual on climate change for journalists, and exploring opportunities to make climate courses available to students in African journalism schools, among others.

To implement this project, a small team is being assembled in Nairobi, Kenya, in which each member must be capable of fulfilling multiple functions.

The position of Administrative Assistant will carry responsibilities in the areas of:

1. Administration
2. Logistics

Duties and Responsibilities

Administration

• Brief international staff on general administrative matters, provide advice/assistance and ensure timely administrative support is provided in general and specialized areas as required;
• Prepare and follow-up on all personal identification documents for international staff, such as driving licenses, renewal of Laissez-Passer passports, etc.;
• Liaise with procurement to prepare documentation for visas and travel arrangements
• Prepare and follow-up on all administrative documents for the Ministry of Foreign Affairs, including visas for new comers, ID and diplomatic cards, etc.;
• Make suggestions to the Project Coordinator to the smooth operation of support functions in the Office, including proposals for streamlining of operations and improving cost-efficiency, while keeping within standard procedures and reporting requirements of UNOPS;
• Attend meetings if required on day-to-day administrative matters, participate in discussions and meetings with UNDP in the area of central services, common system matters, security issues and similar services.
• Ensure that UNOPS interests are protected, interpret and assess the impact of actions, changes and procedures which may be taken by UNDP and make recommendations to the Project Coordinator.
• Maintain daily schedule of all Nairobi-based project staff, liaise with counterpart in Dakar to keep Project HQ informed of Nairobi travel schedules
• Assist in preparation of materials for workshops, events and trainings.
• Assist Project Research Associate in research
• Supervise procurement of office supplies
• Ensure office equipment is kept well maintained, liaise with ICT support as needed
• Other duties as assigned

Logistics

• Assist in the scheduling and planning of workshops and events
• Supervise preparation of all travel information for travel agency
• Ensure all visas properly acquired in a timely manner for travel
• Assist in booking hotels, transportation for events as well as for travel
• Coordinate with other project staff who are implementing events

The Administrative Assistant is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Required Selection Criteria

Competencies

• Five to seven years experience in administration with increasing responsibilities, preferably within the UN system
• Fully conversant with standard MS Office applications (Word, Excel, Powerpoint)
• Good organization skills, self-starter, initiative and sound judgment
• Leadership skills and ability to work in an international environment.
• Ability to work under pressure in an international environment

Education/Experience/Language

• BTS bilingual secretary, commercial or equivalent studies
• Fluent in English, knowledge of French an asset

Submission of Applications

Qualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form (P.11) (available on our website), to afosnoc.vacancies@unops.org.

Kindly indicate the vacancy number and the post title in the subject line when applying by email.

Additional Considerations

• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS reserves the right to appoint a candidate at a level below the advertised level of the post.

For more information on UNOPS, please visit the UNOPS website at www.unops.org.

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