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.
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.
Funct
ional
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.
How
To Apply
